Middle School Administrative Assistant

Position Type:
Teaching Assistants/School Clerical/Middle School Administrative Assistant
Date Posted:
4/26/2023
Location:
Long Beach Middle school
Date Available:
07/06/2023
Job Title:School Administrative Assistant
Job Summary:
Under the direction of the school principal, oversee, coordinate, organize and perform the day-to- day secretarial and administrative functions at an assigned school office; provide secretarial assistance to the Principal (and an Assistant Principal) relieving the Principal (and Assistant Principal) of administrative details; serve as liaison between students, staff, parents, District personnel and the community. This position involves performing a variety of accounting tasks, including but not limited to accounts payable, accounts receivable, budget management, and payroll.
Reports to: Building Principal
Pay: Non-Exempt according to the clerical salary scale
Days: 215
Qualifications:

• High School Diploma
• Accounting experience preferred
• Experience with office management preferred

Essential Functions:

• Functional daily attendance
• Monitors assigned activities and/or program components (e.g. school site budget, account expenditures, purchase order documentation, account balances, grants, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements (by assignment).
• Process purchase orders and invoices, ensuring that all expenditures are within budget and comply with school district policies.
• Maintain accurate financial records for the school district, including accounts payable, accounts receivable, budget management, and payroll.
• Prepare, collect and verify accuracy of information on certificated and classified staff timesheets and leave of absence requests.
• Oversee, coordinate, organize and perform the day-to-day secretarial functions at an assigned school office; provide leadership to School Administrative activities frequently in the absence of the Principal; serve as liaison between students, staff, parents, District personnel and the community; provide information regarding school and District rules, policies and procedures; maintain confidentiality of materials and information.
• Prepare, maintain and update student records in areas related to attendance, discipline, emergency, health and other student records as assigned; enter, maintain, and update data in a variety of databases, run reports and labels.
• Provide secretarial assistance to the Principal relieving the Principal of administrative details; compose, type and edit letters, bulletins, newsletters, memos, agendas, and other documents as assigned; prepare and maintain school master calendar; update and maintain school website; maintain office files.
• Maintain and record student attendance; record daily calls to parents regarding student absences; compile and generate attendance reports.
• Manage school site registration process; prepare enrollment and transfer forms; assist parents with proper completion of forms; request new student files; orient new families and students to the school.
• Provide support to staff; including providing various student information, assisting with field trips, completing forms, distributing mail, and preparing reports.
• Prepare and compile various District reports such as attendance, enrollment, staff absence reports, and other assigned reports according to established timelines.
• Manage substitute process including, coordinate coverage for classrooms until substitute can be located; prepare substitute folders and provide keys; collect and verify accuracy of information on substitute timesheets; ensure substitute timesheets match staff absence forms.
• Supervise students sent to the office for disciplinary actions; assist students with completing behavior reports; prepare disciplinary reports and suspension letters to send to parents and the District office.
• Perform health-related duties in the absence of the Health Office staff; administer first aid to students and staff; dispense medication according to prescription instructions; enter necessary information in the medical log; notify parents of ill or injured students; prepare exposure notices and accident reports as needed.
• Oversee workers compensation program for school site; complete required forms and reports; send employees to approved health facility as required.
• Operate a computer with knowledge of specific software programs; operate a telephone, photocopier, intercom, typewriter, calculator and other office equipment; arrange for repair and maintenance of equipment as needed.
• Train and provide work direction to office staff and volunteers as needed; provide input during performance evaluations as requested.
• Assist District office staff with scheduling the use of facilities by the community; maintain related records.
• Perform other related duties as assigned.