Administrative Support Professional (Head ASP)

Chicopee Public Schools•Chicopee, MA

2d•Onsite

About The Position

The primary function of an Administrative Support Professional is to perform the duties as assigned by the Principal/Director/Assistant Superintendent to effectively manage the office and the functions of the particular office. This role involves managing office operations, handling correspondence, serving as a receptionist, maintaining records, preparing reports, ordering supplies, and assisting administration and staff. Specific duties may vary depending on the level (Elementary, Secondary, Central Office) and whether the role is designated as Head ASP or Payroll ASP.

Requirements

Proficiency in Microsoft Office Suite (Excel, Word, Power Point) and Google Suite (email, docs, sheets, etc.).
Ability to communicate effectively, both orally and in writing, using proper grammar and vocabulary.
Excellent integrity, character, and initiative.
Enthusiasm and interpersonal skills to relate well with students, staff, administration, parents, and the community.
Ability to organize and maintain an efficient and effective office.
Prior experience as a secretary or clerk.
High School Diploma.

Nice To Haves

Associates or Bachelors degree preferred.

Responsibilities

Manage the office and its functions effectively.
Handle correspondence, including responding to routine requests, transcribing, writing, and proofing letters.
Serve as a receptionist, greeting visitors, answering phones, and communicating effectively.
Register new students, secure and maintain confidential student records, and process record transfers.
Maintain attendance data for staff, including absences and substitutes, and prepare attendance reports.
Prepare payroll data as required.
Maintain a current school calendar of events and facility usage.
Make school-wide announcements.
Create forms and compile data for office operations, district/state reporting, and administrative responsibilities.
Complete monthly and year-end reports in a timely fashion.
Order and maintain office supplies.
Maintain inventories of books, materials, and equipment.
Recommend improvements in office procedures or operations.
Communicate unusual situations to the Principal or designee.
Assist the Principal or designee and staff in handling interruptions and emergencies.
Work cooperatively with staff in other offices on projects or emergencies.
Serve as a role model for students and staff.
Protect the confidentiality of records and information.
Perform other duties as assigned by the Principal or designee.
Handle confidential correspondence and phone calls for the Principal (Head ASP).
Schedule appointments for the Principal (Head ASP).
Assist with student registrations and withdrawals (Head ASP).
Maintain staff accident reports (Head ASP).
Manage purchase orders and the building budget (Head ASP).
Manage substitute teacher services, including coverage when a sub is unavailable (Head ASP).
Be an active member of the All Hazards and Safety Team (Head ASP).
Manage district email addresses for all staff members (Head ASP).
Manage staff evaluations for filing and submission to Human Resources (Head ASP).
Manage staff emergency contact information (Head ASP).
Manage office staff hours, sick leave, vacation, and job duties (Head ASP).
Generate reports for Central Office (Head ASP).
Maintain the Go Bag for emergency evacuations (Head ASP).
Sign-in and question visitors to maintain school security (Head ASP).
Demonstrate proficiency with MUNIS software (Payroll ASP).
Transcribe, balance, and enter data into the payroll system accurately and quickly (Payroll ASP).
Read and interpret contract language (Payroll ASP).
Perform moderately difficult mathematical calculations (Payroll ASP).
Work accurately and efficiently under strict timelines (Payroll ASP).
Communicate calculations effectively to staff (Payroll ASP).
Calculate accruals and retroactive pay for staff (Payroll ASP).