Administrative Assistant - Front Office

Lincoln Public Schools•Lincoln, MA

21h•Onsite

About The Position

Under the general direction of the building Principal, the Front Office Administrative Assistant provides administrative, secretarial, and public relations support, fields inquiries, resolves routine procedural issues, handles correspondence and accounting responsibilities, and contributes to the smooth operation of the school and the social well-being of the Lincoln Public School community.

Requirements

High school graduate, college degree or equivalent wok 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.

Nice To Haves

college degree or equivalent wok experience preferred
MUNIS or similar financial application experience preferred

Responsibilities

Distribute and track payroll timesheets bi-weekly to meet payroll processing schedule.
Verify and process completed timesheets, seek appropriate authorization, and transmit payroll documents to the Human Resources department.
Record staff attendance and work with building administrators to ensure staff positions are covered.
Coordinate substitute teachers as needed.
Assist with purchase orders as needed, and confirm receipt of materials and services.
Receive and fill supply requests for teachers and staff.
May support with maintaining inventory and database of supplies.
May support with maintaining supplies in faculty and staff prep rooms.
Maintain copy machines, laminator, and other equipment needed in prep rooms.
Address any technical difficulties that occur with equipment (e.g., copy machines, laminators), including paper jams, depletion of supplies, etc.
When necessary, order supplies for office equipment.
Maintain all student cumulative files (registration, withdrawals, attendance, etc.) and transfer as required.
Prepare reports as needed based on student records and databases.
Generate report cards or progress reports and distribute them to staff and student files.
Maintain confidentiality of information.
Enter and maintain 504 records electronically (ESPED) and in paper form.
Assist administration with student attendance procedures and verify state reporting.
Support new student registration and enrollment.
Welcome school visitors, determine their needs, check appointments, and direct or escort them to the proper person.
Greet day-to-day substitutes, carry out daily attendance procedures, and manage lunch count with staff.
Maintain building use/conference room reservations.
Support building administrators with managing appointments and personal calendars.
Entering building work orders as needed.
Provide support with general furniture needs.
Support building use coordination, as needed.
Work with multiple databases, computer systems, and software (including Google systems, PowerSchool, Frontline).
Prepare announcements and publications for parents, staff, students, and community, and provide public relations support.
Support Administrators with creating systems for tracking data.
Resolve routine issues and answer routine questions within scope of authority.
Responsible for signing on visitors to the Base, and traveling to the gate to get visitors a pass.
Perform other related duties as assigned.