Administrative Assistant- School Year

Woburn Public Schools

Administrative Assistant

Elementary School

Definition: The Administrative Assistant is an integral member of the school staff and serves as an important point of contact for students, staff, families, visitors, and members of the community. Under thedirection and supervision of the Building Leader, the Administrative Assistant provides professional, courteous, and responsive service while supporting the efficient day-to-day operation of the school.

The position is responsible for providing comprehensive clerical, administrative, and organizational support to the Building Leader and school staff.

The Administrative Assistant must be able to manage multiple responsibilities in a fast-paced school environment, exercise sound judgment, maintain confidentiality, communicate effectively, and establish positive working relationships with students, staff, families, administrators, and community members.

Reports To: Building Leader

Work Year: School-year position - 190 work days

Work Schedule 7:00 AM - 2:01 PM (Summer hours may vary at the discretion of the Superintendent of Schools.)

Salary: Union Pay Scale, as determined by the applicable Collective Bargaining Agreement. (Note: The CBA requires that this candidate be placed at Step 1 of the applicable union pay scale. Accordingly, the salary for this position is $34,206.57. As this placement is required by the CBA, the salary is not negotiable.)

Minimum Qualifications

• Associate's degree or equivalent from an accredited institution, or a combination of relevant business, administrative, or professional experience.
• Proficiency with Microsoft Office and Google Workspace.
• Strong written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks and responsibilities.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently and collaboratively as part of a school-based team.
• Previous experience working in a school, office, or administrative setting is preferred.

Essential Duties and Responsibilities:

The Administrative Assistant shall perform the following duties and responsibilities, as assigned:

Frontline / Substitute Management

• Confirm that substitute requests and staff absences are accurately reflected in Frontline for daily attendance and coverage purposes.
• Enter and assign building substitutes for the school day.
• Prepare and print substitute sign-in sheets and schedules.
• Communicate additional substitute assignments and responsibilities, including bathroom coverage, in-house coverage, and other assigned duties.
• Reconcile daily staff absences and substitute coverage.
• Communicate with administrators and staff regarding coverage issues and changes as necessary.

Student Attendance and Dismissal

• Check in students who arrive late to school beginning at 7:30 AM.
• Check in Open Campus students through PowerSchool.
• Process and document student dismissals through the PowerSchool office portal.
• Handle parent/guardian walk-in dismissals in accordance with school procedures.
• Assist students with parent/guardian phone calls related to dismissals when necessary.
• Receive, record, and distribute medical notes, appointment documentation, and other student excuse documentation to the appropriate grade-level offices or personnel.
• Assist students, families, and staff with attendance-related questions and concerns.

Reception / Main Office

• Greet and assist students, parents/guardians, visitors, and staff in a professional and courteous manner.
• Respond to student questions and assist students with forms, requests, and routine concerns.
• Receive and distribute items dropped off by parents/guardians for students, including food, athletic equipment, Chromebooks, and other necessary materials.
• Sign in and monitor building visitors through the Raptor visitor management system.
• Answer, screen, and direct incoming telephone calls and messages.
• Monitor building entry after exterior doors are locked and follow established building access procedures.
• Monitor the building camera/security system as assigned.
• Retrieve and provide surveillance video to school administrators and the School Resource Officer (SRO) when requested and in accordance with district procedures.
• Maintain a professional, organized, and welcoming main office environment.

Payroll / Timesheets

• Collect staff overtime documentation and timesheets.
• Maintain an accurate spreadsheet or record of overtime and timesheet submissions.
• Obtain appropriate administrative approval and forward documentation to the Business/Finance Office.
• Follow up on missing or incomplete payroll documentation as necessary.

MUNIS / Purchasing

• Enter requisitions in MUNIS for the main office, guidance department, athletics department, and other miscellaneous school needs as assigned.
• Receive and reconcile office supply orders.
• Maintain appropriate records of purchases and deliveries.
• Stock and maintain an inventory of the main office supply closet.
• Communicate with vendors and district personnel regarding purchasing and order-related questions as needed.

WMHS Student Activities Accounts

• Assist teachers and staff with student activity accounts and related administrative procedures.
• Process and maintain inter-office paperwork related to student activity accounts.
• Forward required documentation to the Business/Finance Office.
• Communicate with the appropriate district personnel regarding account questions, discrepancies, and other issues.
• Maintain accurate and organized records related to student activity account transactions.

Military Liaison / Recruitment Support

• Serve as a point of contact for military recruiters and assist with coordinating school visits and related activities.
• Generate junior and senior student contact lists and maintain opt-out information in accordance with applicable requirements and district procedures.
• Coordinate ASVAB registration and testing, including the annual December testing administration.
• Assist with scheduling and communication related to military recruitment activities.

Staff Records / Office Organization

• Maintain and update the staff telephone and room directory.
• Maintain staff mailboxes and ensure information is updated for new, transferring, or exiting employees.
• Assist with maintaining accurate staff and building records.
• Communicate relevant changes to appropriate staff and district offices.

Field Trips / School Activities

• Process field trip documentation once approved.
• Add approved field trips and related events to the appropriate WMHS and Nurse Leader calendars.
• Distribute field trip information and required documentation to the cafeteria, nurses, and other appropriate personnel.
• Coordinate food orders associated with school activities and events.
• Process and/or coordinate related invoices and documentation as necessary.
• Assist with the administrative coordination of school events and activities.

Safety / Building Operations

• Communicate with the School Resource Officer, school nurses, Assistant Principals, and othe appropriate personnel regarding building and student safety matters.
• Copy, distribute, and maintain accident reports involving students and staff as directed.
• Communicate with facilities managers and custodial staff regarding building needs, maintenance concerns, and operational issues.
• Communicate with the transportation/bus company regarding student transportation or building-related matters as needed.
• Assist with communication and coordination during emergencies, safety concerns, or other building operational issues.
• Follow all established district and school policies and procedures related to safety, security, confidentiality, and emergency response.

Administrative Support

• Provide general administrative and clerical support to the Building Leader and administrative team.
• Assist with correspondence, reports, forms, calendars, schedules, and other administrative documents.
• Manage and maintain the WMHS school Google Calendar.
• Assist the Special Education Chairs with daily coordination of coverage for Special Education meetings.
• Provide administrative support for the Principal and Assistant Principals as needed.
• Assist with the planning and administrative coordination of graduation activities and ceremonies.
• Assist with other school-wide programs, events, and activities as assigned.
• Perform other related duties and responsibilities as assigned by the Building Leader or Superintendent of Schools.

Knowledge, Skills, and Abilities

The successful candidate shall demonstrate:

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to interact effectively and professionally with students, families, staff, administrators, and visitors.
• Ability to maintain confidentiality and appropriately handle sensitive student and employee information.
• Ability to work independently, prioritize competing demands, and meet deadlines.
• Ability to respond calmly and professionally in a busy school environment.
• Strong attention to detail and accuracy.
• Ability to learn and effectively use district technology systems and software.
• Ability to exercise sound judgment and discretion.
• Commitment to providing responsive and respectful service to all members of the school community.

At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education