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Lead Administrative Assistant

•Moore Middle

Portland Public Schools

Moore Middle School

•Portland, Maine Job Details

Job ID:

5913208

Application Deadline:

Posted until filled

Posted:

Today

Job Description

TITLE:

Lead Administrative Assistant (Full Year)

•Moore Middle

POSITION OVERVIEW

Moore Middle School is looking for an energetic, skillful Lead Administrative Assistant to join our team and support the important work of a busy school office. Under the leadership of the school principal, this person will perform varied organizational, office, and secretarial work. After familiarization with terminology, procedures, and regulations, the successful candidate will be asked to exercise initiative by performing and following through independently on a variety of matters that require a strong understanding of the school and district as a whole. This position works collaboratively with students, teachers, and families to create a productive and welcoming office and school environment. This is a full-time, year-round position.

ESSENTIAL JOB DUTIES

Performs various administrative and secretarial duties necessary to assist smooth functioning of Moore Middle School

Answers a large volume of telephone calls and inquiries, from families and staff in an effort to resolve issues and/or takes messages, for appropriate supervisors and staff

Sets up and maintains administrative and confidential files

Prepares written materials from drafts, verbal instructions or independently

Creates and assembles materials and data for meetings

Maintains and follows up on correspondence controls assigned, due dates, reviewers, and signatures

Maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files

Supports the enrollment process and tracking of required paperwork

Maintains and inventories all supplies for the office & classrooms

Manages timesheets and leave forms and/or posts payroll

Arranges for equipment service

Processes and assembles confidential files

Manages building use requests in collaboration with school leaders and custodial staff

Runs and balances the student activities account with oversight from school leaders

Along with the school principal, sets up yearly school budget and tracks and maintains throughout the year

Processes/sends invoices, manages reimbursements, and performs other financial tasks

Creates classes and schedules

Coordinates substitute coverage for teachers and ed techs

Provides support to Student Support Services as needed

Helps to schedule and facilitate school events such as picture day, graduation, etc.

Acts as back-up to front office secretary as needed, including managing attendance

Requests transportation for school trips as needed

Performs related duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

Ability to communicate effectively

Ability to prioritize and multitask and work independently

Considerable knowledge of business English, general vocabulary, spelling, and math

Working knowledge of administrative procedures

Working knowledge of modern office practices and procedures

Ability to provide timely and accurate office support services to staff, compose routine office correspondence, setup and maintain office files, and manage office support services

Ability to learn new software programs quickly and efficiently

Working knowledge of Google Workplace applications such as Docs, Sheets, and Gmail

EDUCATION, TRAINING, AND EXPERIENCE

High School or GED diploma required

At least one year experience in performing responsible clerical and secretarial work in a busy office environment

Other combinations of education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered

CREDENTIAL REQUIREMENTS

Maine State fingerprint (CHRC) authorization (more info)

EMPLOYMENT DETAILS

Schedule:

Full Year, Full Time (1.0 FTE)

Assignment:

Permanent

Contract:

part of the BASE union (see 2026-2029 CBA here)

Overtime:

Eligible for overtime

Wage range: $26.72

•37.10 (wage determined based on experience, as outlined in CBA)

Benefits:

Eligible for benefits as outlined here

ABOUT MOORE

Lyman Moore Middle School is one of three middle schools serving the diverse and amazing student population in Portland. At Moore we believe that each individual brings skills, talents, and gifts to our community. When we learn to put these skills, talents, and gifts together we are able to accomplish more as a community. So, you are Moore, and we are

MOORE TOGETHER.

•Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Position Type:

Full-time