Administrative Assistant (School Year)

Randolph Public Schools - Randolph, MA

Full-time

Randolph, MA

Executive, Legislative, and Other General Government Support

About the position

The Administrative Assistant for the PreK Program in the Randolph Public Schools is a school year position requiring 190 days of work, with 7 hours paid per day. The salary rate is based on experience as a PK-12 School Administrative Assistant, and other relevant experience will also be considered. This role involves overseeing and coordinating the day-to-day secretarial and administrative functions for the Pre-K school office, serving as a liaison between students, staff, parents, District personnel, and the community. The position requires maintaining confidentiality of materials and information, as well as providing information regarding school and District rules, policies, and procedures.

Responsibilities

• Oversee, coordinate, organize and perform the day-to-day secretarial and administrative functions for the Pre-K school office.
• 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 including PowerSchool and ESPED to compile data, run reports and labels, and produce other communications.
• Maintain cumulative record files for students.
• Provide secretarial assistance to the Early Childhood Coordinator and PreK staff; compose, type and edit letters, bulletins, newsletters, memos, agendas, and other documents as assigned.
• Utilize 'all call' notification system to alert parents by phone of emergency situations.
• Make arrangements and prepare materials for a variety of meetings and/or in-services; schedule appointments and make referrals as appropriate.
• Maintain calendar(s) for the Early Childhood Coordinator and the PK Program; prepare and maintain school master calendar; maintain office files.
• Coordinate district and state testing and assessment for school site (when applicable); distribute, collect, and package test materials; file test results in student cumulative file.
• 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 necessary student information, completing forms, distributing mail, and preparing reports.
• Prepare and compile various District reports such as attendance, enrollment, staff absence reports, mandated costs, maintenance requests, and other assigned reports according to established timelines.
• Manage substitute process including monitoring sub-calling system for personnel absences; arrange for substitutes as necessary; 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.
• Perform health-related duties in the absence of the Health Office staff; administer first aid to students and staff; document information in the medical log; notify parents of ill or injured students.
• Oversee the preparation of school purchase orders including acting as primary contact for the school with the Finance office.
• Operate a computer with knowledge of specific software programs; operate a telephone, photocopier, intercom, 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.
• Perform other related duties as assigned.