Administrative Assistant (SY 26-27)

Watertown Public Schools•Watertown, MA

About The Position

The Administrative Assistant provides efficient office administration to the school principal and coordinates office processes and operations. The position requires accurate and timely data entry, careful handling of confidential information, and the ability to manage multiple tasks while following standard office procedures. The Administrative Assistant supports the principal and school community, serves as a primary point of reception, and assists with clerical, scheduling, attendance, records, accounting, and operational tasks.

Requirements

Excellent interpersonal and communication skills.
Education typically gained through attainment of an Associate’s degree or higher.
Strong organization and attention to detail, with the ability to maintain confidentiality.
Well-established communication skills and the ability to share information and resources appropriately.
Flexibility to adjust to changing school needs and work demands.
Ability to take initiative and work with minimal supervision and direction.
Ability to work cooperatively with others to achieve common district goals.
Pleasant demeanor and respectful attitude toward employees at all levels of the school.
Working knowledge of office applications, including Word, Excel, Google Suite, and a student information system.

Nice To Haves

Spanish or Portuguese language skills.
Experience with PowerSchool.

Responsibilities

Assist the Principal with scheduling and managing the Principal’s schedule.
Type and proofread word-processed materials and produce weekly newsletters for the Principal’s review.
Keep the Principal informed and work cooperatively with the Principal on school-related matters.
Receive guests, answer and route telephone calls, and process visitors using the Raptor Visitor Management System.
Arrange substitute coverage and assignments using Frontline.
Collect and manage weekly time sheets.
Coordinate student and teacher attendance processing, including data entry and notifications.
Assist with student biographical data, withdrawals, scheduling, enrollment, and classroom assignments as requested.
Assist in creating the master teaching schedule and classroom assignments as needed.
Prepare and maintain records and paperwork required by the School Committee, state and federal agencies, or school administration.
Maintain parent and guardian records as requested.
Assist the Principal and district supervisors with accounting, including entering purchase orders and requisitions.
Sort and route mail to appropriate school recipients.
Order and dispense school supplies as requested.
Enter student records, including biographical, confidential, enrollment, withdrawal, and scheduling information.
Assist with student fund transfers.
Assist the Principal in coordinating state- and federally funded compensatory education services.
Enter data on individual student records and reports of pupil progress as requested.
Maintain high standards of confidentiality and accuracy.
Serve as a liaison for parents and community members and help them find answers to questions.
Cooperate with district personnel on building and grounds custodial and maintenance operations and related cafeteria and transportation services.
Assist the Principal with fire and other emergency drills as required by law and School Committee policy.
Provide general support to other office personnel during short-term absences, periods of high demand, or emergent requests.
Perform other duties and responsibilities assigned by the Building Principal or designee or required by law, code, regulation, or School Committee policy.