What are the responsibilities and job description for the Administrative Assistant to the Principal position at Nauset Public Schools?
TITLE OF POSITION:
Administrative Assistant to the Principal
LOCATION:
Nauset Regional High School
DESCRIPTIVE STATEMENT
OF POSITION:
Provide a high level of secretarial, administrative and operational support to
the Principal and staff to ensure the efficient operation of the school and a positive, effective, safe learning environment for all students.
IMMEDIATE SUPERVISOR:
Principal
ESSENTIAL FUNCTIONS:
Communication /Community, Student and Staff Relations
- Act as liaison between the Principal, the school’s office, and the staff, as well as with students, families, other administration, substitutes, vendors and community members to ensure proactive, timely, and well-coordinated dissemination of information.
- Anticipate and maintain awareness of needs of students and staff and facilitate communication to and from Principal’s office as necessary to ensure smooth flow of daily school operations
- Interact with students, staff and community members to independently resolve routine issues which may arise and use proper judgement to refer issues to the Principal as appropriate
- Prepare and distribute internal and external announcements, newsletters, notices and mail
- Assist with proactively greeting and directing visitors and callers, and with maintaining a welcoming and service-oriented office environment
- Provide back-up receptionist coverage as needed to ensure continuity of service to students, staff and other callers and visitors
- Secretarial/Administrative Support
- Provide Secretarial/Administrative support to Principal, including taking and responding to messages, filing, copying and maintaining appointment calendar
- Provide general office support, assisting staff members as necessary to ensure smooth flow of daily operations of the school
- Compose and distribute correspondence on behalf of the Principal
- Complete beginning of year and end of year administrative tasks and checklists in a timely manner to facilitate smooth opening and closing of each school year
- Assist Principal in preparing agendas, reports and other materials for meetings
- May take notes at school council meetings
- Perform other appropriate duties as assigned by immediate supervisor or other suitable administrator
- Recordkeeping/Database Administration/Reporting (Note: May perform one or more of the following. Some of these duties may be shared with or are performed by High School Office Administrative Assistants – the Principal’s Administrative Assistant may also act as back-up)
- Collect, enter and maintain student and staff data in information system databases
- Coordinate new student registration and the entering of new student data into the information database (performed by Guidance Administrative Assistant at Middle School and High School)
- Enter and maintain staff work assignment data and evaluation data
- Assist Office Administrative Assistant with maintaining staff attendance data in the payroll system and EPIMS
- Generate reports, class lists, student schedules, and attendance data as needed. Reset passwords for students/ for Student Information System
- Budgeting/Bookkeeping/Purchasing
- Assist Principal in preparing and maintaining school budget information
- Generate purchase orders for school expenditures
- Assist staff members with purchase order process
- Track and distribute purchases such as classroom, office supplies and custodial vendor invoices
- Coordinate payment of invoices with the Central Office. May prepare and track deposits for receiving accounts
- Document and track receipt and spending of grants, gifts and donations
- Human Resources/Payroll Administration (Note: May perform one or more of the following. Some of these duties are shared with or are performed by High School Office Administrative Assistants – the Principal’s Administrative Assistant may also act as back-up)
- Assist Principal with preparing Personnel Requisitions, Job Vacancy Notices and New Hire Recommendation Forms
- Assist Principal with collecting candidate resumes from the applicant tracking system
- Post Job Vacancy Notices for School/District
- May prepare weekly payroll sheets for substitute employees and other hourly paid employees and track employee attendance
- Facilitate processing of personnel leave requests
- Assist with dissemination, collection and return of employment contracts
- Prepare extra-curricular appointment information for Human Resource/Payroll processing
- Assist Office Administrative Assistant with coordinating substitute coverage, including daily monitoring of substitute coverage needs, entering substitute openings in online system and conducting outreach as necessary to secure substitute coverage
- Acts as back-up and assists Office Administrative Assistant with Assist staff members and substitutes with using online substitute dispatching system
- Acts as back-up and assists Office Administrative Assistant with greeting substitutes upon arrival and provide information regarding school/assignment as needed
- Share substitute information and feedback with Human Resources
- Events/School Operations/Facilities Safety & Security
- Assist Principal with organization of building events, such as open houses, picture day, school concerts and awards ceremonies
- Coordinate maintenance of office equipment such as copiers and telephones
- May schedule annual building inspections
- Assist Principal with coordinating beginning and end of year processes for opening and closing school each school year
- Support District/School security procedures with visitors, vendors, staff and community
- Act under the direction of the Principal to coordinate security drills (fire drills, lock-downs, crisis drills) with town officials and staff, following District/School emergency protocols
- Schedule building and facility use as requested (may be performed by Assistant Principal at High School)
- Assist Office Administrative Assistant with assigning key cards to appropriate staff and substitutes
- Works closely with Guidance Staff to coordinate incoming grade 8 registrations
- Assist with coordination of Graduation Ceremonies
- Coordinate with Teachers and Guidance Staff in creation of certificates and awards for underclass and senior award events
- Coordinate all MCAS testing, working closely with Assistant Principals, Principal, Special Education and Guidance
- Coordinate scheduling of shadow students, matching them with appropriate students to meet grade level and interests
QUALIFICATIONS:
Experience:
- 3 -5 years of Secretarial/Administrative or related experience
- 3 -5 years experience in a school office environment preferred
Knowledge Of:
- Standard office and secretarial procedures
- Knowledge of School Policies and Procedures
- Student and School Health and Safety regulations
- District organization, operations, policies and objectives
- Various word processing, database and spreadsheet programs, including but not limited to, Google Docs, Microsoft Word, Excel, Google E-mail/Calendar, Aspen, Softright, Registration Gateway, SmartFind Express, School Spring, Blackboard Connect, Crisis Go and Raptor
- Correct use of the English language including proper grammar, spelling, punctuation and vocabulary
- Proper and polite telephone etiquette
Ability To (Note: the below listed items tie to performance criteria on performance evaluation form):
- Use time efficiently and productively
- Use technology efficiently
- Communicate, orally and in writing, in a courteous, accurate, efficient and positive manner
- Manage multiple tasks simultaneously
- Prepare accurate documents and reports efficiently
- Maintain well organized, accurate records and files
- Make appropriate professional decisions, seeking guidance when necessary
- Demonstrate initiative, including anticipation of recurring tasks or potential concerns
- Maintain confidentiality of all student and staff information
- Follow the Nauset standard, including following school policies and requirements, being dependable, and being punctual.
- Perform other appropriate duties, as assigned by the immediate supervisor or other suitable administrator
SALARY:
$29.71 - $39.54 per hour
AVAILABILITY:
July 1, 2026
Salary : $30 - $40