ADMINISTRATIVE ASSISTANT - KHS
As the Administrative Assistant, you will deliver measurable results in assisting in the maintenance of an effective and efficient office that ensures the smooth operations of the principal’s office and supports the overall mission of the school and school system.
Reports to: Building Principal
Qualifications: Love what you do, working to maintain an efficient office that operates smoothly for the students and staff members. An associate’s degree and/or three years as an administrative assistant, is preferred. All employees must have a current State of Maine criminal history record check. Applicants must be able to operate computers, calculators, copiers, fax machines, and other office equipment. Must be proficient and accurate in typing and have knowledge of basic office procedure. Must have excellent interpersonal skills, able to work with children and adults interacting in a professional courteous manner. Confidentiality is key in this role, handling all school matters. Must have the ability to handle multiple tasks efficiently, and prioritize work independently. Such alternatives to the above qualifications as the Superintendent may find appropriate.
Responsibilities:
Administrative Tasks
- Handle all incoming calls.
- Keep an accurate log of all school visitors, absent teachers and unusual events that occur in the school environment.
- Draft, type, and proofread memos, letters and reports, manage paperwork, and take meeting notes as assigned by the principal.
- Act as a resource for principal, school staff, students, and the public.
- Maintain appropriate calendars of activities for the school, visitors and meetings.
- Generates daily substitute reports and may assist in arranging subs for staff.
Student Centered
- Assist in the maintenance of student records as appropriate.
- Accurately and neatly file correspondence, catalogs, and student records in their appropriate locations, including maintaining a set of locked confidential files.
- Keep school attendance registers in order and up-to-date.
- May assist in preparing instruction or classroom materials as needed.
- In the absence of the school nurse, treats minor cuts and abrasions, contacts parents and guardians for more serious injuries and maintains an accurate medical log.
Accounting Responsibilities
- Purchases all supplies for staff using Purchase Orders. Inventories all shipments and delivers them to each staff member.
- Maintains packing slips; and processes all invoices before turning them into the Accounting Department for payment.
- Maintains ledger sheets for all deposits and check requests; makes deposits at the bank.
- Maintains all hourly staff timesheets for payroll.
- Assume other duties and responsibilities as directed by the principal for the well-being and smooth operation of the school.
Competencies:
- Highly organized: you rely on systems/processes to implement and document work; we can count on you to follow through, stay on top of specific tasks, and close loose ends and communication loops; you methodically document decision-making
- Attention to detail: you’re obsessed with accuracy and embrace the importance of “getting it right”; you triple-check documentation to ensure you can stand by your work; your discipline enables you to work error-free despite repetitive nature of tasks
- Balance collaboration with independent production: you are a skilled collaborator and thought-partner, but are equally comfortable with deep independent dives into your work
- Communication skills: you communicate clearly and logically; you can articulate complex concepts and the rationale behind them with intention; you can obtain the information you need effectively
- Strategic prioritization: you adjust to emerging realities and needs; you take action on what’s most important; you drive work forward with an urgency to see results
- Customer-service orientation: you see interacting with parents and community members as a critical part of your job, not as an impediment to your job; you see interacting with families and members of the public as an essential part of serving students
- Calm in the storm: you stay grounded and focused when problems emerge; you stand ready to provide support, identify options, and delegate tasks as needed
- Embrace diversity: you value a diversity of perspectives, styles and beliefs; you understand the difference between tolerance and inclusion
Reasonable Accommodations: RSU 21 will provide accommodations to an individual with a disability, as defined by the Americans with Disabilities Act (ADA) or applicable law, who has made the district aware of their disability, unless doing so would cause an undue hardship to the district.
Terms of Employment: Salary and contract established by the Board.
Evaluation: Performance of this job will be evaluated annually by the building Principal.
This position will remain open until a qualified candidate is secured.
Revised Date: 6/13/2022
Date Approved Superintendent: 6/13/2022