Principal's Secretary- Administrative Assistant

College Station ISD•College Station, TX

29d•Onsite

About The Position

Ensure efficient operation of elementary school administrative office and provide clerical services for department staff.

Requirements

High school diploma or GED
Proficient in Word and Excel
Finance Plus
Student Plus
Exhibit a positive working relationship
One to three years secretarial experience, preferably in public education environment

Responsibilities

Prepare written correspondence, forms, schedules, or reports using personal computer.
Prepare meeting agendas and department communication as requested, using personal computer.
Maintain a daily teacher attendance log and records for substitute teachers.
Monitor and process personnel time records including leave requests and reports.
Compile information and submit to central office according to established deadlines.
Maintain school calendar of events.
Schedule meetings and appointments and maintain calendar for Director.
Assist students, teachers, and parents as needed.
Receive incoming calls, take reliable messages, and route to appropriate staff.
Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
Update handbooks, policy manuals, and other documents as assigned.
Perform routine bookkeeping tasks including simple arithmetic operations to maintain department budget records.
Prepare and process purchase orders.
Receive, store, and issue supplies and equipment.
Prepare and make cash deposits for activity account(s).
May be responsible for maintenance of activity checkbook(s) and ledger(s).
Assist with coordination of faculty meetings and department activities.
Assist with department budget preparation.
Maintain inventory of fixed assets, equipment, and supplies.
Sort, distribute, or deliver mail and other documents.
Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.
Perform other related duties as assigned within the appropriate skill and experience capabilities expected for this position.
Monitor department's budget, including encumbrances, expenditures, credits, and payments.
Prepare reports as necessary.
Compiles financial information related to campus (e.g. accounts payable/receivables, collecting, verifying, preparation of deposits all moneys collected, prepares documentation for payroll department on certificated, classified staffs and temporary staff, etc.)
Conduct all transactions in a transparent manner.
Maintains financial records related to student activities and/or events (e.g. ticket sales, yearbooks, dances, fundraisers, club activities, student projects, etc.) for the purpose of ensuring completeness and availability of records and compliance with district policy and state and other guidelines.
Monitors financial procedures with individuals responsible for campus financial operations (e.g. student activities, fundraisers, student clubs, etc.) for providing services within established guidelines.
Process and post AMS journal vouchers and file documentation.
Collect record and process campus, department, and customer payments/deposits.
Research discrepancies of financial information and/or documentation to ensure the accuracy and adhering to established procedures prior to processing.
Reconcile financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
Learn, utilize, and navigate district and departmental accounting software.
Develop purchase activity reports weekly, and monthly, and quarterly campus departmental spending reports.
Collect and review field trip finance documents for accuracy and timely completion of transactions.
Prepare written and electronic materials of financials to convey compliance with established financial, legal and/or administrative requirements.
Provides aspects of annual audit and pre-audit (registers, fundraiser summaries, copies of collection logs).
Inform administration on the balance of each budget line as scheduled.
Maintain confidentiality of information.
Report to work in a timely manner according to assigned schedule.
Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.
Maintain professional interactions with staff, parents, community and visitors.
Demonstrate the ability to remain calm and withstand pressures.
Demonstrate flexibility to change in routine and adapt quickly to changing situations.
Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
Avoid speaking badly about the district and district personnel.