Position Purpose:

The purpose of this position is to assist the Principal in the daily operation of the school. Performs complex office duties under general direction of the Principal.  Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods.  Performs all other related work as required.

 

Essential Functions:

 

The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Provides customer service by answering questions both in person or by telephone; provides information relative to school procedures; refers individuals to appropriate source as required.
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Produces a variety of informational mailings to parents/guardians, end of year class lists, opening day packets, report cards and other correspondence.
• Schedules and maintains appointments for the Principal. Prepare and gather materials for these meetings.
• Compiles and reports the attendance of all administrative and instructional employees working in the School Building to the Payroll Office on appropriate forms and schedules.
• Arranges and dispatches teacher substitute coverage.
• Maintains school and student related data, gathers information and insures the timely preparation and coordination of a variety of reports.
• Prepares all necessary administrative documents to ensure the timely and accurate processing of the Department’s business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation, etc. 
• Maintains internal control system for monitoring, ordering and distributing materials and office supplies. Tracks the department budget.
• Reports daily attendance of students using automated system. Notifies parents when a student is absent, if a student has an attendance problem, or other various concerns.
• Maintains the Registration, Enrollment and Attendance rosters of all students enrolled in the school through the use of the automated student database. Support the Principal and other staff in the record keeping and data entry of progress records and grade reporting.
• May maintain deposit and checking accounts for student activity fund.
• Prepares monthly membership which includes new registration and transferring students.
• Schedules and coordinates use of school space.
• Makes daily announcements using the school’s intercom system.
• Organizes all formal communication with new staff members.
• Develops background materials and prepares annual operations folders for teachers.
• Organizes and coordinates special school events such as the Awards Assembly program and Eighth Grade Graduation.
• Performs similar or related work as required.

 

Supervision:

Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.

 

Independent Action:  Works under general supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule.  Refers all questionable cases to supervisor.

 

Supervisory Responsibility:  May supervise up to 5 other clerical staff or students doing similar work. Assigns tasks and monitors progress but does not regularly participate in hiring, firing or disciplining staff.  May participate on interview committees when appropriate.

 

Work Environment:

• Work is performed in an office environment.  Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
• Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
• Makes frequent contact with school department staff, other town departments, the public, students, parents, vendors, and outside agencies and organizations.
• Employee has access to departmental confidential information.
• Errors could result in delay or loss of service and possible legal ramifications.

 

Recommended Minimum Qualifications:

 

Education, Training and Experience:

High school education plus 2 years of college education and two to three years of clerical experience or any equivalent combination of education, training, and experience.

 

Knowledge, Ability and Skill:

Knowledge:  Thorough knowledge of office procedures, practices and terminology. Thorough knowledge of departmental operations. Familiarity with accounting principals and procedures. Knowledge of the operation of computer software applications.

 

Ability:  Ability to communicate effectively and tactfully with staff, students, and the public.   Ability to compose correspondence. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Analytical ability. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheets and other software as required by the position.

 

Skill: Excellent customer service skills.  Strong organizational skills. Skill in all of the above listed tools and equipment.

 

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 15 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed. 

 

 

 (This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)