Principal's Administrative Assistant (Chestnut Street Academy)

Job Description

Job Title: Principal's Administrative Assistant Supervisor: Principal

Contract Length: Full Year Job Classification: Non-exempt

Pay Grade: H

Job Summary

The Principal's Administrative Assistant supports the Principal in the planning, organization, and management of school activities and programs. This includes coordinating and tracking various tasks and processes to ensure a smooth operation of daily school functions. The Principal's Administrative Assistant represents the school to students, parents and guardians, guests, community members, vendors, and others. As such, they must demonstrate a high degree of professionalism. Due to the busy work environment and the varied responsibilities of the position, the Principal's Administrative Assistant must be adaptable, able to track multiple projects, and work independently as well as collaboratively with colleagues.

Essential Duties and Responsibilities

• Maintain administrative schedule for parent or staff meetings and other meeting requests
  
• Facilitate meeting arrangements (i.e. coordinate space, time, availability of attendees, and other logistics as needed)
  
• Maintain databases for student and staffing record-keeping

• AESOP/Veritime
  
• Input data, monitor for accuracy, reconcile and generate reports
  
• Coordinate coverage for staff vacancies
  
• Provide technical assistance as needed to staff

• Powerschool

• Facilitate and ensure accurate and timely distribution of student information to appropriate departments within the school and district
  
• Input and update change of addresses, emergency contacts, student lists
  
• Input data from free and reduced lunch forms, share with necessary departments

• • • • Maintain student cumulative files - Chestnut Street Academy

• Provide technical assistance as needed (i.e., resetting student passwords)

• MUNIS
  
• Process purchase orders
  
• Ensure accurate distribution of purchased materials
  
• Receive and advise account payable to make payment
  
• Maintain school building budget

• Maintain school safety procedures and ensure their adherence
  
• Ensure compliance with court ordered parent/guardian requirements
  
• Assume role of a "Safety Captain" for school
  
• Ensure "walkie-talkies" are maintained

• Manage school correspondence
  
• Process all mailings related to student records
  
• Distribute student report cards and progress reports
  
• Facilitate ParentSquare updates to families
  
• Ensure accurate distribution of postal mail and packages

• Train new Administrative Employees
  
• Filing and Data Archiving

• Advance cumulative files at the end of each year
  
• Send files to schools when students transfer or advance to another school

Other Duties

• Greet and assist visitors
  
• Handle calls and emails

• • Technology and Maintenance work orders

• Covering the Main office
  
• Support Main Office staff as needed
  
• Working with PGO on all teacher and student grants
  
• Overseeing Principal Gift account and all sub-accounts
  
• Making PA announcements
  
• Adjusting the bell schedule for the week
  
• Distributing computer accounts to any new staff and assisting with set up if needed
  
• CORI forms
  
• Enrollment Verification Letters

• 6th grade Moving On ceremony - planning, organizing, schedule translation services.
  
• Other duties as assigned