Administrative Assistant – Middle School (Principal)

East Providence School Department•East Providence, RI

2d•Onsite

About The Position

Under the direction of the Principal, the Administrative Assistant assists with daily office duties and helps ensure the smooth and efficient operation of the school. This position records and maintains all school finances and assists with substitute assignments and related activities. This position requires a thorough knowledge of all school functions, procedures, and applicable district and school rules, regulations, and policies. Supports administrators and works cooperatively with school staff, students, parents, and visitors.

Requirements

High school diploma or GED equivalent, or graduation from a technical/trade school.
At least two (2) years of administrative assistant experience.
Must be at least 18 years of age.
Knowledge of administrative assistant practices and procedures.
Ability to handle confidential and sensitive information with complete security.
Ability to proficiently operate office technology and equipment (e.g., computer systems, calculator, telephone system, fax, copier, etc.).
Ability to learn and proficiently use various school-related systems and databases.
Ability to proficiently use computer programs such as, but not limited to, Word and Excel.
Working knowledge of district and school rules, regulations, and policies applicable to the area of assignment.
Ability to work effectively with district personnel, administrators, and vendors.
Ability to communicate effectively, both verbally and in writing.
Ability to multitask and prioritize work to meet strict deadlines.
Ability to handle difficult in-person situations and telephone inquiries with courtesy, tact, and professionalism.
Ability to read, write, and speak English proficiently.
Proficiency with computers.
Good basic math skills.
Detail-oriented, with good organizational skills.

Responsibilities

Perform general receptionist and administrative duties in the main office, including, but not limited to, typing correspondence, making copies, sorting and distributing daily internal/external mail, answering phone calls, taking messages, and responding to basic inquiries.
Maintain and record all school finances (e.g., sports, band, chorus, field trips, Principal's account, etc.). This includes, but is not limited to, reconciling checkbooks, making bank deposits, making payments to vendors, and tracking balances for each department and/or group.
Serve as the first point of contact when visitors enter the building. Meet and interact with the public and employees in routine situations that require courtesy, tact, and discretion.
Sign in and maintain visitor and student dismissal logs. Direct visitors to the appropriate person as required.
Type and place purchase orders with vendors and/or through the Business Office for various departments as needed.
Verify Aesop reports for accuracy daily, and assist with assigning substitutes or class coverage as needed.
Maintain staff emergency contact and personal information.
Create and run reports as needed for administrators and staff.
Monitor school and office supply inventory as needed.
Maintain legal files regarding custody conflicts, restraining orders, etc.
Maintain a list and update the calendar for "use of public building" requests. Verify requests with the Administration Office and monitor any potential event conflicts with school or other events.
Maintain and update the school event calendar for both student and principal/staff events (e.g., faculty meetings).
Perform various duties related to the opening of school, including, but not limited to, creating and distributing student forms, handbooks, enrollment forms, lunch applications, etc.
Perform various record-keeping functions for middle school sports programs.
Assist with school fundraising efforts: distribute brochures, collect orders/payments, and fill orders as needed.
Place Information Technology (IT) and maintenance requests as needed.
Exercise considerable discretion in the protection and release of confidential information, and in the interpretation and administration of policies and procedures, within guidelines set by the Principal.
Perform a variety of clerical duties involving routine matters.
Work collaboratively with the Assistant Principal's Administrative Assistant, sharing duties during periods of high office volume, absences, and other times as required.
Create, organize, and update teacher schedules to complete substitute teacher schedules on a daily basis.
Assist with recording, keeping, and communicating coverage to staff each morning.