Administrative Assistant – Biddeford Middle School (School Year Position)
Apply Here Job Description :
-
JobID: 2726
Position Type:
Secretarial or Business Office Staff/Secretary-school year
Date Posted:
5/6/2024
Location:
Biddeford Middle School
Administrative Assistant -School Year Position
QUALIFICATIONS:
1. High School Diploma or GED equivalent Associate’s Degree preferred.
2. Previous secretarial training and/or experience including use of Microsoft Office applications, specifically Excel and
Word.
3. Valid DOE fingerprinting certification.
REPORTS TO: Building Leader
PERFORMANCE RESPONSIBILITIES: The following responsibilities are comprehensive. Duties may vary according to
department and school roles.
1. Maintain professional atmosphere and orderly work environment.
2. Greet visitors, staff, and students, and assist as needed with students.
3. Responsible for office tasks including: answering phones, taking messages, giving directions, distribution of interoffice
mail, reports, memos, records management, agendas, typing, copying, collating, scheduling, notifications website
management, mail system and office equipment.
4. Manages clerical duties for office staff including scheduling appointments for guidance, typing, filing, and other clerical
tasks assigned.
5. Oversees mail system and office equipment.
6. Coordinates all communication in guidance related to answering phones, visitors, electronic communication.
7. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving
of records.
8. Support guidance and administrative staff with the management data system in order to input course sections and course
selection.
9. Manage parent/student portal accounts and parent notification system.
10. Monitors attendance including: Child Watch Attendance Calls, promotion/retention letters, tardies, and dismissals.
11. Manage Student Data System including: attendance, dismissal, scheduling, discipline, fees, reports, Child Watch
Attendance Calls, promotion/retention letters, etc.
12. Coordination of substitute teachers on a daily basis.
13. Supervise entry into the building when doors are locked.
14. Coordinate, monitor and communicate with transportation department for scheduled bus assignments and bus issues
(including staff notification).
15. Maintains office equipment and building equipment such as printers, toners, fax machine, telephone system, etc.
16. Assists Principal with Finances including: Processing all purchase orders, supplies for school materials, equipment
including: payment of bills, filing of invoices, shipping and receiving, activity funds, writing checks for all teams and
accounts, reconciling all accounts, managing petty cash and vending machines. Enter fees for lost books, laptop repairs,
library fines, and laptop insurance payments.
17. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving
of records.
18. Manage & Coordinate facility usage with appropriate staff both internally and externally.
19. Upkeep lost and found room.
20. Serves as back up to school nurse to dispense meds (with proper training in accordance with policy JLCD).
21. Serves as back up to school nurse for processing on-line Workman’s Compensation First Reports for their building and
refers staff to current Workers Comp provider as needed.
22. Other job-related duties as assigned by the Building Leader.
TERMS OF EMPLOYMENT: Per the most recent Collective Bargaining Agreement.
EVALUATION: Performance of this job will be evaluated in accordance with provisions of the School Committee’s policy on
Evaluation of Support Services Personnel.
NOTE: The above job description reflects the general requirements necessary to describe the principal functions or
responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.
-
JobID: 2726
Position Type:
Secretarial or Business Office Staff/Secretary-school year
Date Posted:
5/6/2024
Location:
Biddeford Middle School
Administrative Assistant -School Year Position
QUALIFICATIONS:
1. High School Diploma or GED equivalent Associate’s Degree preferred.
2. Previous secretarial training and/or experience including use of Microsoft Office applications, specifically Excel and
Word.
3. Valid DOE fingerprinting certification.
REPORTS TO: Building Leader
PERFORMANCE RESPONSIBILITIES: The following responsibilities are comprehensive. Duties may vary according to
department and school roles.
1. Maintain professional atmosphere and orderly work environment.
2. Greet visitors, staff, and students, and assist as needed with students.
3. Responsible for office tasks including: answering phones, taking messages, giving directions, distribution of interoffice
mail, reports, memos, records management, agendas, typing, copying, collating, scheduling, notifications website
management, mail system and office equipment.
4. Manages clerical duties for office staff including scheduling appointments for guidance, typing, filing, and other clerical
tasks assigned.
5. Oversees mail system and office equipment.
6. Coordinates all communication in guidance related to answering phones, visitors, electronic communication.
7. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving
of records.
8. Support guidance and administrative staff with the management data system in order to input course sections and course
selection.
9. Manage parent/student portal accounts and parent notification system.
10. Monitors attendance including: Child Watch Attendance Calls, promotion/retention letters, tardies, and dismissals.
11. Manage Student Data System including: attendance, dismissal, scheduling, discipline, fees, reports, Child Watch
Attendance Calls, promotion/retention letters, etc.
12. Coordination of substitute teachers on a daily basis.
13. Supervise entry into the building when doors are locked.
14. Coordinate, monitor and communicate with transportation department for scheduled bus assignments and bus issues
(including staff notification).
15. Maintains office equipment and building equipment such as printers, toners, fax machine, telephone system, etc.
16. Assists Principal with Finances including: Processing all purchase orders, supplies for school materials, equipment
including: payment of bills, filing of invoices, shipping and receiving, activity funds, writing checks for all teams and
accounts, reconciling all accounts, managing petty cash and vending machines. Enter fees for lost books, laptop repairs,
library fines, and laptop insurance payments.
17. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving
of records.
18. Manage & Coordinate facility usage with appropriate staff both internally and externally.
19. Upkeep lost and found room.
20. Serves as back up to school nurse to dispense meds (with proper training in accordance with policy JLCD).
21. Serves as back up to school nurse for processing on-line Workman’s Compensation First Reports for their building and
refers staff to current Workers Comp provider as needed.
22. Other job-related duties as assigned by the Building Leader.
TERMS OF EMPLOYMENT: Per the most recent Collective Bargaining Agreement.
EVALUATION: Performance of this job will be evaluated in accordance with provisions of the School Committee’s policy on
Evaluation of Support Services Personnel.
NOTE: The above job description reflects the general requirements necessary to describe the principal functions or
responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.
