2025-2026 Administrative Assisant to the Building Administrator - Lincoln K-8

Lincoln Public Schools•Lincoln, MA

9h•Onsite

About The Position

Administrative Assisant to the Building Administrator - Lincoln K-8 School Lincoln Schools Administrative Assistants Association Unit position - Monday through Friday from 7:30 a.m. until 4:00 p.m. (30 minute unpaid break). Benefits and Middlesex County Retirement System eligible. 200 days (185 teacher days, plus 15 additional days - 5 days before teachers return, and 10 days after the last teacher day). Some summer hours required between July and August (TBD). Primary Purpose Under the general direction of one or more administrators, provide administrative, secretarial, and public relations support, field inquiries, resolve routine procedural issues, handle correspondence and accounting responsibilities, and contribute to the smooth operation of the district, the school/department, and the social well-being of the Lincoln Public School community. The Lincoln Public Schools serves students PreK through Grade 8. Contractual Relationship Supervising administrator(s): Central Administrator or Principal, Coordinator, Director Responsibilities Provide administrative, secretarial and clerical support to administrators and their schools/departments. Process and maintain accurate files for the department or school campus. Effectively use multiple databases, computer systems, security portals for state reporting, and software, including maintaining student management systems. Develop, maintain, and run requested reports that illustrate and support analyzing data that department issues or uses for decision making. Assist administrators with the development and management of budgets, research and assemble improvement initiatives for the department, and other work as assigned. Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO). Below is an illustration of the minimum requirements: Run monthly reports from Financial Management System to verify, reconcile, monitor expenditures and provide budget projections as required; Advise administrator of account balances and specific issues or concerns; Ensure timely submission of employee time Proof payroll time sheets for approval by administrator. Submit approved timesheets to Business Office; Interact with vendors and contracted providers supplying goods and services to the district and schools; Process requisition requests and purchase orders, confirm receipt of materials and services, oversee distribution of supplies and materials; Track and monitor open purchase orders, and prepare purchase orders for payments; Resolve billing issues; Coordinate yearly supply "bid list" items; and Develop, manage, and advise administrators on proper purchasing procedures. Record and track staff attendance and work with the administrator to ensure staff positions are covered. Draft, prepare, proofread, and disseminate communications and publications for parents, staff, students, and community, as directed. Resolve routine issues and answer questions within the scope of authority or with direction from the administrator. Maintain confidentiality of student and employee information. Registration and enrollment support to new families Assist with kindergarten enrollment process including orientation, screening, gathering transition reports and PK records, tracking enrollment Manage Principal’s office including calendar, materials for meetings and PD, staff and family communications, attendance tracking Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO) Perform other related duties as assigned. Qualifications High school graduate, college degree or equivalent work experience preferred. Excellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting MUNIS or similar financial application experience preferred. Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems. Experience in school, municipal, non-profit settings, or relevant office management experience. Demonstrates strong quantitative, interpersonal, and written and oral communication skills. Ability to interact effectively with staff, parents, and the public using a variety of customer service skills. Ability to lift 25 pounds. Understands and uses sound judgment and discretion with confidential matters of the department/building. Ability to work in a fast-paced environment, manage and organize multiple projects at once, handle frequent interruptions, and shift and re-prioritize, as needed. Demonstrate self-initiative and ability to work independently. Strong critical thinking, analytical, and problem-solving skills. Ability to reflect and consider options and proposals for process improvement for routine and cyclical tasks or operations. Communicate ideas for departmental improvement and efficiencies to administrators. Timely and frequent communication with administrators regarding essential information related to projects, personnel, or issues that may arise. Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement. Performance Review Supervising administrator(s) Lincoln, Massachusetts Lincoln is a residential suburb located 12 miles northwest of Boston. Established in 1754, the town has a rich history dating to our country’s Revolutionary period and has maintained many of its early characteristics and traditions. The community places a high value on public education, open space, diversity, and community involvement. The school system has a well-earned reputation for educational excellence, offering innovative, student-centered instruction in an inclusive setting with small class sizes. The district serves students PreK-8 at two schools: the PreK-8 Lincoln School, which serves Lincoln-resident families, Boston-resident families participating in the METCO program, and the children of staff members; and the PreK-8 Hanscom School, which serves military families living on the Hanscom Air Force Base. Interest in Lincoln Public Schools Our district’s core values are: excellence and innovation in teaching and learning, respect for every individual, and collaboration and community. We are excited to welcome new staff members who share those values, and who bring a range of prior experiences in education and in life. As a district, we ensure that applicants are employed, assigned, and promoted without regard to their age, race, religion, sex, gender identity, sexual orientation, active military/veteran status, disability, national origin, pregnancy or pregnancy-related conditions, or housing status. We actively seek applications from a diverse range of candidates who share a common commitment to children and to maintaining a positive and collaborative culture. You can learn more about the Lincoln Public Schools at https://www.lincnet.org/employment.

Requirements

High school graduate, college degree or equivalent work experience preferred.
Excellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting MUNIS or similar financial application experience preferred.
Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems.
Experience in school, municipal, non-profit settings, or relevant office management experience.
Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.
Ability to lift 25 pounds.
Understands and uses sound judgment and discretion with confidential matters of the department/building.
Ability to work in a fast-paced environment, manage and organize multiple projects at once, handle frequent interruptions, and shift and re-prioritize, as needed.
Demonstrate self-initiative and ability to work independently.
Strong critical thinking, analytical, and problem-solving skills.
Ability to reflect and consider options and proposals for process improvement for routine and cyclical tasks or operations.
Communicate ideas for departmental improvement and efficiencies to administrators.
Timely and frequent communication with administrators regarding essential information related to projects, personnel, or issues that may arise.
Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement.

Responsibilities

Provide administrative, secretarial and clerical support to administrators and their schools/departments.
Process and maintain accurate files for the department or school campus.
Effectively use multiple databases, computer systems, security portals for state reporting, and software, including maintaining student management systems.
Develop, maintain, and run requested reports that illustrate and support analyzing data that department issues or uses for decision making.
Assist administrators with the development and management of budgets, research and assemble improvement initiatives for the department, and other work as assigned.
Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO).
Run monthly reports from Financial Management System to verify, reconcile, monitor expenditures and provide budget projections as required
Advise administrator of account balances and specific issues or concerns
Ensure timely submission of employee time Proof payroll time sheets for approval by administrator.
Submit approved timesheets to Business Office
Interact with vendors and contracted providers supplying goods and services to the district and schools
Process requisition requests and purchase orders, confirm receipt of materials and services, oversee distribution of supplies and materials
Track and monitor open purchase orders, and prepare purchase orders for payments
Resolve billing issues
Coordinate yearly supply "bid list" items
Develop, manage, and advise administrators on proper purchasing procedures.
Record and track staff attendance and work with the administrator to ensure staff positions are covered.
Draft, prepare, proofread, and disseminate communications and publications for parents, staff, students, and community, as directed.
Resolve routine issues and answer questions within the scope of authority or with direction from the administrator.
Maintain confidentiality of student and employee information.
Registration and enrollment support to new families Assist with kindergarten enrollment process including orientation, screening, gathering transition reports and PK records, tracking enrollment Manage Principal’s office including calendar, materials for meetings and PD, staff and family communications, attendance tracking Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO)
Perform other related duties as assigned.