Duties
Primary Duties and Responsibilities
Front Office Operations & School Climate
- Promotes a welcoming, professional, and student-centered environment for parents, students, staff, and visitors.
- Ensures the smooth, organized, and efficient operation of the school office.
Visitor & Communication Management
- Greets and assists visitors; ensures secure building entry procedures are followed.
- Screens unexpected callers and directs inquiries appropriately.
- Receives and routes phone calls; manages messages and follow-up communication.
Clerical & Administrative Support
- Prepares and edits correspondence, memos, reports, notices, newsletters, and other documents.
- Maintains organized electronic and paper filing systems.
- Supports the principal by managing calendars, scheduling meetings, and maintaining timelines for school activities.
Student Enrollment, Records & Scheduling
- Oversees new student registration, withdrawal processes, and maintenance of student cumulative files.
- Ensures accurate, up-to-date class lists and enrollment counts; communicates changes to relevant staff.
- Assists administration with student scheduling, schedule adjustments, and distribution of student schedules.
Attendance & Compliance Reporting
- Manages daily student attendance and follow-up calls for absences.
- Prepares and submits required state, district, and special education attendance reports.
Substitute Coordination & Staff Attendance
- Maintains substitute teacher files and documentation.
- Oversees teacher and ESP attendance reporting.
- Assigns internal substitutes based on daily staffing needs and collaborates with the principal to secure external substitutes when needed.
- Compiles and submits ESP payroll and distributes paychecks to staff.
Budget, Purchasing & Bookkeeping
- Maintains inventories of office and building supplies; orders replacements as needed.
- Processes invoices, purchase orders, and budget tracking for building accounts.
- Receives, records, and deposits money for registration fees, school activities, fundraising, field trips, and other collections.
Program Coordination
- Coordinates the school’s lunch program, including processing applications, maintaining records, and distributing meals.
- Assists with school events, student activities, and scheduling logistics.
Mail & Communication Management
- Sorts and distributes incoming mail and outgoing correspondence.
- Composes letters and informational memos to parents, staff, and community partners as needed.
Supervision
- Provides leadership and oversight for clerical staff, office assistants, and noon-hour/recess supervisors.
- Assists in training new office personnel.
Administrative Support to Principal
- Keeps the principal informed of relevant issues, concerns, and events occurring during the school day.
- Supports building operations and problem-solving in the principal’s absence.
Other Duties
Performs additional tasks and responsibilities as assigned to support school and district operations.