Elementary School Administrative Assistant

Job Description Elementary School Administrative Assistant Qualifications:

• Any combination of training and/or experience which demonstrates ability to perform the duties as described, but not less than three years total
• Experience working at a school site is desirable
• Skilled in using technology, office software, and websites
• Excellent organizational skills, ability to work independently and maintain a high degree of confidentiality
• Successful completion of a criminal record (C.O.R.I.) check and fingerprint check.
• Completion of postsecondary business school or college preferred
• Such alternatives to the above qualifications as the Superintendent and/or his/her designee may find appropriate
• Proficient in all Google platforms
• Basic Excel and Word skills
• Knowledge of Aspen, preferred

Reports To: Building Principal Job Goal: To assure the smooth and efficient operation of the school office so that the maximum positive impact on the education of children can be realized. Work Year: Ten months Salary/Benefits: In accordance with Melrose Association of School Secretaries' contract Performance Responsibilities: Recordkeeping/Database Management

• Responsible for implementing and maintaining all office and school recordkeeping systems
• Maintains a comprehensive student database
• Uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information;
• Completes forms which include purchase orders, online supply orders, timesheets, evaluation forms, enrollment cards, rosters and other related forms;
• Creates and maintains student files
• Maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed
• Responsible for Preschool registration; working closely with the finance department

Document Preparation

• Prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs, using current technology
• Maintains and monitors the school's website and social media accounts at the direction of the principal.
• Answers routine correspondence for the administrator
• Prepares documents from rough draft, notes, recordings, or oral instructions
• Prepares reports from confidential records
• Operates computer and standard office equipment
• Provide technical support to staff

Communication/Personnel Services

• Acts as liaison between the school site and the general public by conveying information concerning rules, regulations, policies, and laws
• Greets and directs visitors; responsibilities around school safety and security
• Addresses standard inquiries by letter, phone, e-mail, fax or personal contact
• Maintains internal communication system insuring instructional and support personnel are kept informed of needed information
• Coordinates the transfer of information between site/program and outside agencies and districts
• Interacts with and assists students when necessary
• Assists students and parents/guardians by explaining and enforcing school site requirements
• Communicates as necessary with supervisor
• Maintains confidentiality of records
• Receives training and administers minor first aid
• Communicates with the finance department regularly

Site / Program Support

• Ensures that appropriate calendars of activities are maintained for the school including parent conferences, Individualized Education Plan (IEP) meetings, school visitors, and other meetings
• Assists in the process of transitioning new students
• Generates daily substitute list
• May assist, when required, in arranging and scheduling substitute and temporary employees for the school
• Greets substitutes and assists with directions and questions
• Assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops
• Participate on Building Crisis Team
• Assists in the development of office procedures
• Ensures that appropriate security and safety policies and procedures are followed within the office and the building
• Orders supplies and equipment for school/program ensuring adequate levels are maintained.
• Performs other related duties as assigned by Administration

Essential Functions of the Job: Must possess the ability to:

• Operate standard office equipment
• Accurately prepare, create, edit, and design memos, reports, letters, and other documents
• Maintain complex databases and management information systems
• Learn new software applications
• Communicate effectively in oral and written form
• Utilize time management techniques to organize and prioritize work
• Maintain confidentiality of student and program information
• Work cooperatively and effectively with students, parents/guardians, administrators, and the general public

Specialty Areas: Must possess:

• Knowledge of standard clerical procedures and office operations, English grammar, punctuation, and spelling
• Business formatting of documents
• Standard software applications including office, internet, and database programs
• Standard types of office filing systems
• Proper telephone etiquette
• Knowledge of school and school district policies and procedures
• Familiarity with student records laws and regulations

Physical and Environmental Demands: The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.

1. Ability to function in a normal office environment.
2. Ability to move freely about the building.
3. Ability to operate and spend extended time using computer, telephone and other office equipment.

Position Type: Full-time Job Categories: Support Staff > Administrative Assistant Welcome to Franklin School The Melrose Public School system recognizes the importance of early education. The programs, located in the Franklin Early Childhood Center, are designed to encourage exploration, promote social and cognitive growth and foster a love of learning. The Franklin Early Childhood Center houses the Preschool and one Kindergarten class. Combined, these programs offer high quality early education opportunities for approximately 300 students. The facility has a large indoor area dedicated to gross motor development, outdoor playground and an inviting family resource area with materials on child and family related topics. Eligible students may receive Speech-Language, Occupational and Physical Therapy services at the Franklin Early Childhood Center facility. Curriculum in all Franklin Early Childhood Center programs is designed according to the Guidelines for Preschool Learning Experiences issued by the Department of Education. The curriculum provides opportunities that allow children to explore and learn through many different modalities. Highly skilled staff implement diversified instructional strategies to meet the specific and varied needs of each learner. Curriculum in each Franklin Early Childhood Center program is intended to create a solid foundation for future learning in the Melrose Public Schools and beyond. Each classroom offers an environment that supports a multitude of learning experiences. Materials that spark curiosity and invite active exploration help students take direct control over the learning process. Activities that encourage students to make decisions, take responsibility and facilitate social relationships are part of every classroom experience. By encouraging children to interact positively with each other and their environment, they can maximize the important role of play in learning. Family and community involvement in the Franklin Early Childhood Center programs takes many forms. This participation contributes largely to the success of each program and enhances children's learning. Our goal is to create a cooperative community of life long learners that consider their experience in our programs to be among their most memorable. Job Requirements

• Applications accepted through School Spring.
• NO phone calls please.
• Citizenship, residency or work visa required Application Questions The employer requires all applicants to answer the following question. It is recommended that you type any essays in a word processing program, save them, and then paste them on the proceeding job application page.
  1. 1. Culturally responsive teaching and social equity are important goals of the Melrose Public Schools. What does it mean for you to have a commitment to diversity, equity, and inclusion? Explain how you have demonstrated that commitment. Short Essay (Answer limited to 600 characters, including spaces)
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