Administrative Assistant- School Year

Woburn Public Schools•Woburn, MA

2d•Onsite

About The Position

The Administrative Assistant is an integral member of the school staff and serves as an important point of contact for students, staff, families, visitors, and members of the community. Under the direction and supervision of the Building Leader, the Administrative Assistant provides professional, courteous, and responsive service while supporting the efficient day-to-day operation of the school. The position is responsible for providing comprehensive clerical, administrative, and organizational support to the Building Leader and school staff. The Administrative Assistant must be able to manage multiple responsibilities in a fast-paced school environment, exercise sound judgment, maintain confidentiality, communicate effectively, and establish positive working relationships with students, staff, families, administrators, and community members.

Requirements

Associate’s degree or equivalent from an accredited institution, or a combination of relevant business, administrative, or professional experience.
Proficiency with Microsoft Office and Google Workspace.
Strong written and verbal communication skills.
Strong interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Ability to prioritize and manage multiple tasks and responsibilities.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Ability to work independently and collaboratively as part of a school-based team.

Nice To Haves

Previous experience working in a school, office, or administrative setting is preferred.

Responsibilities

Confirm that substitute requests and staff absences are accurately reflected in Frontline for daily attendance and coverage purposes.
Enter and assign building substitutes for the school day.
Prepare and print substitute sign-in sheets and schedules.
Communicate additional substitute assignments and responsibilities, including bathroom coverage, in-house coverage, and other assigned duties.
Reconcile daily staff absences and substitute coverage.
Communicate with administrators and staff regarding coverage issues and changes as necessary.
Check in students who arrive late to school beginning at 7:30 AM.
Check in Open Campus students through PowerSchool.
Process and document student dismissals through the PowerSchool office portal.
Handle parent/guardian walk-in dismissals in accordance with school procedures.
Assist students with parent/guardian phone calls related to dismissals when necessary.
Receive, record, and distribute medical notes, appointment documentation, and other student excuse documentation to the appropriate grade-level offices or personnel.
Assist students, families, and staff with attendance-related questions and concerns.
Greet and assist students, parents/guardians, visitors, and staff in a professional and courteous manner.
Respond to student questions and assist students with forms, requests, and routine concerns.
Receive and distribute items dropped off by parents/guardians for students, including food, athletic equipment, Chromebooks, and other necessary materials.
Sign in and monitor building visitors through the Raptor visitor management system.
Answer, screen, and direct incoming telephone calls and messages.
Monitor building entry after exterior doors are locked and follow established building access procedures.
Monitor the building camera/security system as assigned.
Retrieve and provide surveillance video to school administrators and the School Resource Officer (SRO) when requested and in accordance with district procedures.
Maintain a professional, organized, and welcoming main office environment.
Collect staff overtime documentation and timesheets.
Maintain an accurate spreadsheet or record of overtime and timesheet submissions.
Obtain appropriate administrative approval and forward documentation to the Business/Finance Office.
Follow up on missing or incomplete payroll documentation as necessary.
Enter requisitions in MUNIS for the main office, guidance department, athletics department, and other miscellaneous school needs as assigned.
Receive and reconcile office supply orders.
Maintain appropriate records of purchases and deliveries.
Stock and maintain an inventory of the main office supply closet.
Communicate with vendors and district personnel regarding purchasing and order-related questions as needed.
Assist teachers and staff with student activity accounts and related administrative procedures.
Process and maintain inter-office paperwork related to student activity accounts.
Forward required documentation to the Business/Finance Office.
Communicate with the appropriate district personnel regarding account questions, discrepancies, and other issues.
Maintain accurate and organized records related to student activity account transactions.
Serve as a point of contact for military recruiters and assist with coordinating school visits and related activities.
Generate junior and senior student contact lists and maintain opt-out information in accordance with applicable requirements and district procedures.
Coordinate ASVAB registration and testing, including the annual December testing administration.
Assist with scheduling and communication related to military recruitment activities.
Maintain and update the staff telephone and room directory.
Maintain staff mailboxes and ensure information is updated for new, transferring, or exiting employees.
Assist with maintaining accurate staff and building records.
Communicate relevant changes to appropriate staff and district offices.
Process field trip documentation once approved.
Add approved field trips and related events to the appropriate WMHS and Nurse Leader calendars.
Distribute field trip information and required documentation to the cafeteria, nurses, and other appropriate personnel.
Coordinate food orders associated with school activities and events.
Process and/or coordinate related invoices and documentation as necessary.
Assist with the administrative coordination of school events and activities.
Communicate with the School Resource Officer, school nurses, Assistant Principals, and other appropriate personnel regarding building and student safety matters.
Copy, distribute, and maintain accident reports involving students and staff as directed.
Communicate with facilities managers and custodial staff regarding building needs, maintenance concerns, and operational issues.
Communicate with the transportation/bus company regarding student transportation or building-related matters as needed.
Assist with communication and coordination during emergencies, safety concerns, or other building operational issues.
Follow all established district and school policies and procedures related to safety, security, confidentiality, and emergency response.
Provide general administrative and clerical support to the Building Leader and administrative team.
Assist with correspondence, reports, forms, calendars, schedules, and other administrative documents.
Manage and maintain the WMHS school Google Calendar.
Assist the Special Education Chairs with daily coordination of coverage for Special Education meetings.
Provide administrative support for the Principal and Assistant Principals as needed.
Assist with the planning and administrative coordination of graduation activities and ceremonies.
Assist with other school-wide programs, events, and activities as assigned.
Perform other related duties and responsibilities as assigned by the Building Leader or Superintendent of Schools.