Address
Form of work
SalaryAdministrative Assistant for Preschool - .75 FTE
2023-2024 School Year
Immediate Opening
Applicants selected will be subject to security background investigation and must meet and maintain eligibility and suitability requirements.
People of color are strongly encouraged to apply.
Learn more about the Lincoln Public Schools at https://www.lincnet.org/employment
Position Title
ADMINISTRATIVE ASSISTANT - PRESCHOOL
Primary Purpose
Under the general direction of one administrator, provide administrative, secretarial, and public relations support, field inquiries, resolve routine procedural issues, handle correspondence and accounting responsibilities, and contribute to the smooth operation of the district, the school/department, and the social well-being of the Lincoln Public School community. The Lincoln Public Schools serves students PreK through Grade 8.
Contractual Relationship
Supervising administrator(s): Principal of Early Childhood Programs
Responsibilities
1. Provide administrative, secretarial and clerical support to the Principal of Early Childhood Programs and the schools within their supervision. Process and maintain accurate files for the school campuses (Lincoln Preschool at Lincoln and at Hanscom.)
2. Effectively use multiple databases, computer systems, security portals for state reporting, and software, including maintaining student management systems.
a. Maintain and verify accuracy of SIMS date and student numbers and needs
b. Support Administrator with creating systems for tracking data
3. Develop, maintain, and run requested reports that illustrate and support analyzing data that department issues or uses for decision making.
4. Assist administrator with the development and management of budgets, research and assemble improvement initiatives for the department, and other work as assigned.
5. Manage and support all Student Services processes/paperwork including:
a. Process initial information from Early Intervention for students transitioning to the public schools
b. Process initial evaluations requests for Preschool: consent forms, invitations and scheduling meetings
c. Arranges for all transportation needs for Preschool
d. Arranges for all translation/interpreter needs for Preschool families
e. Manage electronic and hard copy student records (including destruction of records process)
f. Process and manage all contracts needed for contracted providers and out of district schools
g. Manage Child Find process and notifications
6. Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal . Below is an illustration of the minimum requirements:
a. Run monthly reports from Financial Management System to verify, reconcile, monitor expenditures and provide budget projections as required;
b. Advise administrator of account balances and specific issues or concerns;
c. Ensure timely submission of employee time sheets. Proof payroll time sheets for approval by administrator. Submit approved timesheets to Business Office;
d. Interact with vendors and contracted providers supplying goods and services to the district and schools;
e. Process requisition requests and purchase orders, confirm receipt of materials and services, oversee distribution of supplies and materials;
f. Track and monitor open purchase orders, and prepare purchase orders for payment;
g. Resolve routine billing issues;
h. Coordinate yearly supply “bid list” items, and
i. Develop, manage, and advise administrators on proper purchasing procedures.
7. Record and Track staff attendance and work with the administrator to ensure staff positions are covered.
8. Draft, prepare, proofread, and disseminate documents, communications, and publications for parents, staff, students, and community, as directed.
9. Resolve routine issues and answer questions within the scope of authority or with direction from the administrator.
10. Maintain confidentiality of student and employee information.
11. Perform other related duties as assigned.
Qualifications
1. High school graduate, college degree or equivalent work experience preferred.
2. Excellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting systems. MUNIS or similar financial application experience preferred.
3. Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems.
4. Experience in school, municipal, non-profit settings, or relevant office management experience.
5. Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
6. Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.
7. Ability to lift 25 pounds.
8. Understands and uses sound judgment and discretion with confidential matters of the department/building
9. Ability to work in a fast-paced environment, manage and organize multiple projects at once, handle frequent interruptions, and shift and re-prioritize, as needed.
10. Demonstrate self-initiative and ability to work independently.
11. Strong critical thinking, analytical, and problem-solving skills.
12. Ability to reflect and consider options and proposals for process improvement for routine and cyclical tasks or operations. Communicate ideas for departmental improvement and efficiencies to administrators.
13. Timely and frequent communication with administrators regarding essential information related to projects, personnel, or issues that may arise.
14. Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement.
Lincoln, Massachusetts
Lincoln is a residential suburb located 12 miles northwest of Boston. The community is rich in history with a strong tradition of citizen participation. The school district serves students in grades pre-kindergarten through eight. In addition to the K-8 Lincoln School, the district operates the Primary School and Middle School at Hanscom Air Force Base as well as an integrated Preschool. Lincoln has a long tradition of educational excellence and strives to offer innovative, student-centered instruction in an inclusive setting with small class sizes. As a founding member of the METCO Program, Lincoln has maintained its commitment to diversity and multicultural education.
Lincoln Public Schools Vision
The Lincoln Public Schools strive to cultivate all students and staff to be collaborative leaders who are critical thinkers, equity-oriented, and growth-minded, as outlined in the LPS Portait of a Learner.
The School Committee subscribes to the fullest extent to the principle of the dignity of all people and of their labors and will take action to ensure that any individual within the District who is responsible for hiring and/or personnel supervision understands that applicants are employed, assigned, and promoted without regard to their age, color, active military/veteran status, disability, national origin, ancestry, race, religion, sex, gender identity, sexual orientation, pregnancy or pregnancy-related conditions, or housing status. Every available opportunity will be taken in order to assure that each applicant for a position is selected on the basis of qualifications, merit, and ability.
