Administrative Assistant to Principal

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Texas Notary Public

Special Knowledge/Skills:

Proficient typing, word processing, and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Knowledge of basic accounting principles

Minimum Experience:

One to three years of secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.
2. Prepare instructional materials, meeting agendas, and campus communication as requested, using typewriter or personal computer.
3. Monitor and process personnel time records including leave requests and reports.
4. Maintain school calendar of events.

Reception and Phones

1. Schedule meetings and appointments and maintain calendar for principal.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Update handbooks, policy manuals, and other documents as assigned.
3. Assist with coordination of faculty meetings and campus activities.
4. Maintain inventory of fixed assets, equipment, and supplies.

Accounting and Inventory

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

Other

1. Sort, distribute, and deliver mail and other documents.
2. Administer medication to students, check temperatures, and notify parents of student illness in nurse’ s absence.
3. Notarizes school documents.
4. Maintain confidentiality.
5. Perform Notary services as needed.

Supervisory Responsibilities:

Monitor the work of other campus secretaries and clerical aides.

Equipment Used:

Personal computer, typewriter, printer, copier, fax machine, and calculator.

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 including 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; occasional districtwide travel

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

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.