Administrative Support Professional

Chicopee Public Schools•Chicopee, MA

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. The essential duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Requirements

Prior experience as a secretary or clerk.
High School Diploma

Nice To Haves

Associates or Bachelors Preferred

Responsibilities

Be proficient in the use of Microsoft Office Suite (Excel, Word, Power Point) and Google Suite (email, docs, sheets, etc.)
Demonstrate the ability to communicate effectively, both orally and in writing, using proper grammar and vocabulary.
Exhibit excellent integrity, character. and initiative.
Demonstrate enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including in difficult and emotional situations.
Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
Handle correspondence of the office including, but not limited to, responding to routine requests for information, transcribing, writing, and proofing letters and other correspondence.
Act as a receptionist for the building or office, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in all matters - routine, sensitive, and confidential.
If applicable, register new students, secure appropriate student records. In addition, maintain confidential student records and transfer records for students moving to other schools.
Maintain attendance data for each staff member, including absences, substitutes, and other required information.
Prepare attendance reports and payroll data as required.
Maintain a current school calendar of events and use of facilities.
Make school-wide announcements as necessary.
Create forms and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s or designee’s responsibilities.
Complete all required monthly and year end reports in a timely fashion.
Order and maintain office supplies.
Maintain inventories of books, materials, and equipment of the school.
Recommend to the Principal or designee improvements needed in office procedures or operations.
Communicate to the Principal or designee any unusual situations.
Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming.
Protect confidentiality of records and information about students and staff
Perform other duties and responsibilities as assigned by the Principal or designee
Handle confidential correspondence and phone calls for the Principal.
Schedule all appointments for the Principal.
Assist with student registrations and withdrawals as needed.
Maintain staff accident reports.
Manage purchase orders and the building budget.
Manage all aspects of substitute teacher services including coverage for teachers when a sub is not available.
Be an active member of the All Hazards and Safety Team.
Manage district email addresses for all staff members.
Manage all staff evaluations to be filed and sent to Human Resources.
Manage staff emergency contact information.
Manage the office staff hours, sick, vacation, job duties, etc…
Generate reports for Central Office.
Maintain the Go Bag (red) for emergency evacuations.
Sign-in visitors and question visitors to maintain school security.
Demonstrate proficiency with the MUNIS software.
Demonstrate the ability to quickly and accurately transcribe data, balance data, and enter data into the payroll system.
Demonstrate the ability to read and interpret contract language.
Demonstrate the ability to perform moderately difficult mathematical calculations.
Demonstrate the ability to work accurately and efficiently under strict timelines.
Demonstrate the ability to communicate the calculations effectively to staff.
Demonstrate the ability to calculate accruals and retroactive pay for staff.