Administrative Assistant for the Principal (LOA) bei Winchester Public Schools, MA

Duties:

• Helps to get the building ready for the school year including updating necessary staff forms, printing out locker assignments and schedules for students,  etc.
• Serves as a point of contact for new staff. Provides them with new hire and emergency folders, parking and building information, etc. 
• Creates spreadsheets to meet the needs of appropriate school staff.
• Assists with researching data from Aspen to assist school staff.
• Creates meetings/events and manages the principal’s calendar, staff calendar, building use calendar and events calendar.
• Receives visitors and tends to the needs of parents, teachers and students coming into the office. Furnishes information or gives assistance as appropriate.
• Prepares all necessary paperwork/materials for Parent/Teacher conferences. 
• Submits work orders to the Town Facilities department as necessary. Follow up as needed. 
• Makes announcements to the student body. 
• Compiles daily staff attendance. Submits all attendance paperwork to the Central Office each week. 
• Logs staff absences/absence requests on our building calendar and updates building announcement slides daily to direct students due to teacher absences.
• Arranges field trip transportation as needed. Arranges field trip permission slips and distribution of them as needed.
• Manages daily student attendance in absence of the registrar/database coordinator. 
• Inputs all building rental information into both our Building Use Calendar as well as the ML calendar software. 
• Manages the Student Activities Account along with the building principal. Collects money from students/teachers, counts money and adds to a deposit sheet, deposits funds into our school bank account, records deposits on Student Activities workbook and submits all necessary deposit paperwork to the Central Office. Requests checks from the principal as needed, distributes checks and records on the Student Activities workbook. Submits all reimbursement request paperwork to the Central Office. 
• Answers and responds to phone calls and emails from parents, staff and students. Provides readily available information or routes callers to the appropriate staff person as needed.
• Receives medical notes from students and gives them to the nurse.
• Assists the school principal and assistant principals with school-related projects as needed.
• Manages the ordering of supplies for the building. Creates requisitions, orders supplies once a PO is received, checks in items received, reconciles that POs are paid/liquidated back into accounts if needed.
• At year end, finalizes purchasing by closing out remaining purchase orders, liquidate balances, etc.
• Collects keys, laptops, and school property from staff members who are not returning.
• Collects money and information for lost/damaged books or those books that must be rebound. 
• Updates all McCall documents at the beginning of the school year with updated information as needed in regard to new staff, room relocations, name changes, etc.
• Completes a key inventory for new keys.
• Deletes information out of voicemail boxes for staff who are not returning or relocating to a new classroom and adds in new voicemails for new staff.
• Handles all withdrawals and incoming students during the summer when the registrar/database coordinator is out, including checking the new student registration tab on Aspen daily, printing out and compiling new student files. Assists guidance staff with new student registrations over the summer months.
• Schedules quarterly fire drills and maintains a record as they are completed. 
• Collects CORI forms from parent volunteers and requests CORI forms from staff as they expire and sends them to the Central Office for processing.
• Performs other related duties as assigned by the principal/assistant principals. 

Required Knowledge, Skills and Abilities:

• Ability to work with students and help respond to their needs in a kind, compassionate and helpful manner.
• Ability to create clear and understandable spreadsheets for use by administrative staff.
• Ability to triage student issues and prioritize with multiple staff accordingly.
• Ability to maintain confidential information regarding students; sharing with appropriate staff when necessary.
• Knowledge of Aspen; ability to extract data and run reports for administrative staff.
• Knowledge of Google Apps for Education.

Compensation:  $27.73 to $31.81/hour