Administrative Assistant II - ES Principal

Job Title:

Administrative Assistant II -

ES Principal Wage/Hour Status:

Non-Exempt Reports to:

Campus Principal Pay Grade:

Clerical/Technical 4 Dept./

School:

Assigned Campus Date Revised:

06/17/2025 PRIMARY PURPOSE Under moderate supervision, organize and manage the routine work activities of a campus administrative office and provide clerical support for a school's administrative staff.

QUALIFICATIONS

Education/Certification:

High school diploma or equivalent Associate's degree preferred

Special Knowledge/Skills:

Bilingual preferred Strong organizational, communication, customer service, and interpersonal skills Ability to work as a member of a team, maintain a positive office environment, and exemplify professionalism Ability to follow oral and written instructions Ability to work in a multi-task environment with frequent interruptions and complete detailed assignments Ability to use computers and software, including word processing, databases, and spreadsheets Knowledge of basic accounting principles Ability to set priorities and assist in meeting deadlines

Experience:

Three years of clerical or secretarial experience, preferably in public education

MAJOR RESPONSIBILITIES AND DUTIES

Records, Reports, and Correspondence Prepare correspondence, forms, schedules, presentations, and reports as needed. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process personnel time records, including leave requests and reports, and submit information to central office according to established deadlines. Maintain the school calendar of events. Coordinate printing and dissemination of forms and guidelines for the beginning of the school year for staff and students. Reception and Phones Assist students, teachers, and parents as needed. Receive incoming calls, take reliable messages, and route them to appropriate staff. Files Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communications. Prepare new files for the upcoming school year and organize past records for storage. Update handbooks, policy manuals, and other documents as assigned. Accounting and Inventory Perform routine bookkeeping tasks, including simple arithmetic operations, to maintain campus budget records. Prepare and process purchase orders. Receive, store, and issue supplies and equipment. Prepare and make cash deposits for activity accounts. May be responsible for maintenance of activity checkbooks and ledgers. Assist with coordination of faculty meetings and campus activities. Assist with campus budget preparation. Maintain inventory of fixed assets, equipment, and supplies. Other As assigned, coordinate the acquisition of campus substitute teachers and aides; assist campus staff in working with the computerized substitute management program; and assist substitutes in acclimating to the campus. Sort, distribute, or deliver mail and other documents. Administer medication to students, check temperatures, and notify parents of student illness in the nurse's absence. Maintain confidentiality.

SUPERVISORY RESPONSIBILITIES

Monitor the work of campus secretaries and clerical aides.

EQUIPMENT USED

Personal computer, printer, multi-line phone system, copier, fax machine, and calculator.

WORKING CONDITIONS

Mental Demands / Physical Demands /

Environmental Factors:

Tools/Equipment Used:

Standard office equipment including personal computer and peripherals.

Posture:

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion:

Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching.

Lifting:

Occasional light lifting and carrying (less than 15 pounds).

Environment:

May work prolonged or irregular hours.

Mental Demands:

Work with frequent interruptions; maintain emotional control under stress. This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.