Lead Administrative Assistant (1 Year Only)

• Position Type:
  SCHOOL SECRETARY/ADMINISTRATIVE ASSISTANT III
  
• Date Posted:
  9/2/2026
  
• Location:
  Moore Middle School
  
• Date Available:
  ASAP
  
• Closing Date:
  Open until filled

TITLE: Lead Administrative Assistant (Full Year, 1 Year Only) - Moore Middle

POSITION OVERVIEW:

Moore Middle School is looking for an energetic, skillful Lead Administrative Assistant to join our team and support the important work of a busy school office. Under the leadership of the school principal, this person will perform varied organizational, office, and secretarial work. After familiarization with terminology, procedures, and regulations, the successful candidate will be asked to exercise initiative by performing and following through independently on a variety of matters that require a strong understanding of the school and district as a whole. This position works collaboratively with students, teachers, and families to create a productive and welcoming office and school environment. This is a full-time, year-round position.

ESSENTIAL JOB DUTIES:

• Performs various administrative and secretarial duties necessary to assist smooth functioning of Moore Middle School
• Answers a large volume of telephone calls and inquiries, from families and staff in an effort to resolve issues and/or takes messages, for appropriate supervisors and staff
• Sets up and maintains administrative and confidential files
• Prepares written materials from drafts, verbal instructions or independently
• Creates and assembles materials and data for meetings
• Maintains and follows up on correspondence controls assigned, due dates, reviewers, and signatures
• Maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files
• Supports the enrollment process and tracking of required paperwork
• Maintains and inventories all supplies for the office & classrooms
• Manages timesheets and leave forms and/or posts payroll
• Arranges for equipment service
• Processes and assembles confidential files
• Manages building use requests in collaboration with school leaders and custodial staff
• Runs and balances the student activities account with oversight from school leaders
• Along with the school principal, sets up yearly school budget and tracks and maintains throughout the year
• Processes/sends invoices, manages reimbursements, and performs other financial tasks
• Creates classes and schedules
• Coordinates substitute coverage for teachers and ed techs
• Provides support to Student Support Services as needed
• Helps to schedule and facilitate school events such as picture day, graduation, etc.
• Acts as back-up to front office secretary as needed, including managing attendance
• Requests transportation for school trips as needed
• Performs related duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate effectively
• Ability to prioritize and multitask and work independently
• Considerable knowledge of business English, general vocabulary, spelling, and math
• Working knowledge of administrative procedures
• Working knowledge of modern office practices and procedures
• Ability to provide timely and accurate office support services to staff, compose routine office correspondence, setup and maintain office files, and manage office support services
• Ability to learn new software programs quickly and efficiently
• Working knowledge of Google Workplace applications such as Docs, Sheets, and Gmail

EDUCATION, TRAINING, AND EXPERIENCE:

• High School or GED diploma required
• At least one year experience in performing responsible clerical and secretarial work in a busy office environment
• Other combinations of education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered

CREDENTIAL REQUIREMENTS:

• Maine State fingerprint (CHRC) authorization (more info)

EMPLOYMENT DETAILS:

• Schedule: Full Year, Full Time (1.0 FTE)
• Assignment: 1 year Only
• Contract: Part of the BASE union (see 2026-2029 CBA here)
• Overtime: Eligible for overtime
• Wage range: $26.72-$37.10 (wage determined based on experience, as outlined in CBA)
• Benefits: Eligible for benefits as outlined here

ABOUT MOORE:

Lyman Moore Middle School is one of three middle schools serving the diverse and amazing student population in Portland. At Moore we believe that each individual brings skills, talents, and gifts to our community. When we learn to put these skills, talents, and gifts together we are able to accomplish more as a community. So, you are Moore, and we are MOORE TOGETHER.

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.