Administrative Assistant II - MS Principal

Job Title: Admin. Assistant II - MS Principal

Wage/Hour Status: Non-Exempt

Reports to: Campus Principal

Pay Grade: Clerical/Technical 4

Dept./School: Campus as assigned

Calendar: 226 Days

Date Revised: 6/17/2025

PRIMARY PURPOSE

Ensure efficient operation of school administrative office and provide clerical support for school's administrative staff.

QUALIFICATIONS

Education/Certification:

• High school diploma or GED
• Associate's degree preferred

Special Knowledge/Skills:

• Strong organizational, communication, customer service, and interpersonal skills
• Ability to work as a member of a team, maintain a positive office environment, and exemplify professionalism
• Ability to follow oral and written instructions.
• Ability to work in a multi-task environment with frequent interruptions and complete detailed assignments
• Ability to use computers and software, including word processing, databases, and spreadsheets
• Knowledge of basic accounting principles
• Ability to set priorities and assist in meeting deadlines

Experience:

• Three years clerical/secretarial experience, preferably in public education

MAJOR RESPONSIBILITIES AND DUTIES

Records, Reports, and Correspondence

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials as requested.

2. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.

3. Maintain school calendar of events.

4. Coordinate printing and dissemination of all forms and guidelines for beginning of school for both staff members and students.

5. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

1. Schedule meetings and appointments and maintain calendar for administrators.

2. Assist students, teachers, and parents as needed.

3. Receive incoming calls, take reliable messages, and route to appropriate staff.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.

2. Prepare and process purchase orders.

3. Receive, store, and issue supplies and equipment.

4. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).

5. Assist with campus budget preparation.

6. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. As assigned, coordinate the acquisition of campus substitute teachers and aides; assist campus staff in working with computerized sub management program; assist substitutes in acclimating to the campus.

2. Assist with planning, preparation, and setup of faculty meetings and campus activities.

3. Sort, distribute, or deliver mail and other documents.

4. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.

5. Maintain confidentiality.

6. Follow district safety protocols and emergency procedures.

SUPERVISORY RESPONSIBILITIES

Monitor the work of campus secretaries and clerical aides.

WORKING CONDITIONS

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.