Job Description

Administrative Assistant to Principal

Reports to: Campus Principal

Pay Grade: Clerical Pay 5

Dept. /School: Campus

Days: 227

Primary Purpose

To ensure efficient operation of the campus administrative office and provide clerical services for the campus administrative staff.

Qualifications:

Education/Certification:

• High School Diploma or GED

Special Knowledge Skills:

• Knowledge in District purchasing procedures-familiarity with quotes, bids, approved vendors and discounts that are available through each vendor and how to enter in MUNIS appropriately.
• Knowledge in procedures for transportation trip requests.
• Thorough working knowledge of SmartFind Express to be assigned campus administrator.
• Thorough working knowledge of Employee Access and leave policies to be assigned campus approver.
• Thorough working knowledge of KRONOS system to be assigned campus administrator.
• Knowledge of end of year awards assembly processes, medals, reception, etc.
• Knowledge of Radios/chargers, Classroom Phones, Alarms/Bells, overhead speakers.
• Knowledge on key inventory.
• Knowledge of building uses policies and overtime for attending custodians.
• Trustworthiness to be approved check signer for activity fund.

Experience:

• Proficient typing, word processing, file maintenance skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to use computer and software to develop spreadsheets, databases and do word processing.
• Knowledge of basic accounting principles.
• Skill and experience in all office procedures.
• Knowledge of classroom equipment-document camera, projector.
• Working knowledge of copiers and troubleshooting.
• Flexibility and skill in prioritizing tasks.
• Initiative to make necessary minor decisions or major decisions with assistance from administrators.
• Detailed oriented.
• Solution oriented-exceptional problem solving skills.
• Ability to remain calm and think clearly under pressure & maintain composure under stress.
• Deal effectively with complaints.
• Initiative to keep up with changing and new knowledge and processes.

Major Responsibilities and Duties:

• Principal
  • Provide clerical & technical support as needed.
  • Handle correspondence for principal and assistant principals.
  • Answer/screen all calls directed to principal.
  • Open and Process mail for principal.
  • Filing all leave forms, employee information and budget information.
  • Serve as campus notary public.
  • Give direction and information to visitors and students.
  • See that messages are delivered;
• Purchasing
  • Maintain a list of office supplies to be restocked & other instructional items such as planners, scantron, etc.
  • Enter requisitions for orders to be placed.
  • Maintaining physical log of campus accounts.
  • Maintaining a computerized log of campus accounts to balance with general ledger reports sent monthly.
  • Enter request for new budget into MUNIS with principal approval.
  • Having current working knowledge and updated information on policy changes regarding purchasing, accounting and finance, as needed.
  • Process list of items that faculty/staff (80-100 faculty/staff members) would like purchased.
  • Research vendors and discounts.
  • Review accounts for available balances for requested purchases (70+ accounts).
  • Follow up on receiving purchased items.
  • Receive incoming items and distribute accordingly ensuring accuracy-several times weekly.
  • Research lost or misplaced incoming purchases.
  • Balancing accounts with general ledger and reporting balances to principal on a regular basis.
  • Transfer funds as needed to cover unusual expenditures.
  • Request creation of new accounts (ex: student travel accounts).
• Employee Access
  • Prepare monthly payroll report signed by principal.
  • Enter faculty/staff leave in Employee Access.
  • Balance leave with SmartFind Express for weekly employee report.
  • Monitor leave balances and keep principal informed of decreasing balances.
  • Be assigned approver of all faculty/staff leave-ensuring matching of information on sub finder.
  • Provide weekly report of absences for faculty/staff to review and sign.
  • Research and correct any disputes on leave and be liaison for payroll on issues;
• Subs
  • System administrator for sub-finder troubleshoot with system issues or questions.
  • Enter leave for faculty/staff when requested to ensure coverage (24 hour call).
  • Enter vacancy coverage and assigned sub.
  • Find coverage as needed for uncovered classes or class periods by asking teachers to cover on their conference periods or to split classes w/assistance from AP.
  • Provide dept. chairs daily spreadsheet for coverage/lack of coverage.
  • Greet incoming substitutes daily and maintain a positive relationship with them by checking how their day went & collecting shutdown checklist.
  • Prepare & maintaining sub folders with bell schedule, updated phone extension list, lock down procedures.
  • Prepare monthly payroll report ensuring accuracy for pay.
• Key Inventory
  • Maintaining key inventory-checking in and out of keys.
  • Researching unknown keys for cabinets, etc.
  • Requesting needed keys-new or replace misplaced/lost, Coordinate with District key person.
• Technology: Projectors/Document Cameras, etc.
  • Coordinate maintenance/purchase of equipment.
  • Have working knowledge of current bids and quotes on technological items.
  • Enter work orders to for technician to come to our campus to repair.
  • Accept requests from faculty/staff for new equipment-make purchase if approved.
  • Maintain inventory of classroom equipment such as document cameras, projectors, etc.
• Radios
  • Maintain radio inventory.
  • Contact for service.
  • Check out radios for morning and afternoon duty and any other duty as necessary.
  • Coordinate usage with campus office and principal.
• Phones
  • Providing information on phone training/usage for new teachers.
  • Enter work orders for problems with phones.
  • Be liaison for phone issues between technology dept. and campus.
• KRONOS
  • Prepare weekly timesheet for paraprofessional staff including aides, clerks, and part-time employees.
  • Monitor daily punches.
  • Prepare KRONOS adjustment forms for any missed or incorrect punches.
  • Enter any leave requested by paraprofessional staff.
  • Monitor comp time balances for principal.
  • Provide monthly report to principal and/or staff of comp time balance.
  • Coordinate time off for paraprofessionals who go over the allowed 24 hours.
• PAYROLL
  • Prepare Monthly payroll for all fulltime employees, part time employees, early morning duty teacher, after school detention teacher and substitute employees.
• Community
  • Be liaison between community and principal, for example, sports teams requesting use of field and/or gyms.
  • Send thank you notes to donors of food, flowers, etc.
  • Providing guidance to technicians and other visitors.

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