Central Office Administrative Assistant
About the Employer
Administrative Assistant to Central Office Administrators
Job Goal
The administrative assistant to central office administrators will assist central office administrators in the daily operation of the district and the necessary planning, implementing, directing and maintaining of district programs by providing a wide variety of complex and confidential administrative support.
Performance Responsibilities
1. Organize and Maintain Electronic and Paper Program Files
Organize and maintain electronic and paper program files of grant documents, records, and resources.
2. Record Receipt of Grantee Reports and Maintain Accurate Grant Data
Record receipt of grantee reports and maintain accurate grant data within grants management database.
3. Assist with Data Entry, Coding, Tracking, and Reporting in Grants Management Database
Assist with data entry, coding, tracking, and reporting in grants management database.
4. Assist with Producing Reports
Assist with producing reports including grant activity reports, reimbursement requests, payout reports, compliance reports, and other reports as needed for program teams.
5. Support Grants Staff with Administrative Tasks
Support grants staff with administrative tasks related to grant applications, compliance requirements, generating grant documents, initiating quotes, purchases, receiving, and payments.
6. Enhance and Improve Grants Management Processes
Work to enhance and improve grants management processes and increase efficiencies.
7. Assist with Budget Preparation and Tracking
Assist with the preparation, monitoring, and tracking of budgets for the assistant superintendent, business manager, and assigned departments.
8. Receive Invoices and Monitor Expenditures
Receive invoices, monitor expenditures, and maintain budget records for assigned accounts.
9. Prepare Reports for Assistant Superintendent and Departments
Prepare necessary reports for assistant superintendent, business manager, and assigned departments.
10. Compose Routine and Complex Correspondence
Prepare, initiate, and compose routine and complex correspondence for the assistant superintendent, school business administrator, and other departments.
11. Assist with Reports, Presentations, Budgets, and Documentation
Assist with the preparation of reports, presentations, budgets, and documentation for district leadership, school committee meetings, audits, and state reporting requirements.
12. Assist with Ride Requirements
Assist the assistant superintendent in maintaining teacher placement records and certification documentation.
13. Coordinate Schedules for Expiring Certifications
Assist the assistant superintendent in creating and monitoring schedules for expiring certifications and required recertifications.
14. Maintain Administrative Calendar
Coordinate and maintain the assistant superintendent's administrative calendar, and other departments upon request.
15. Organize Onboarding Paperwork
Organize onboarding paperwork and coordinate onboarding meetings for newly hired employees and administrators.
16. Assist with New Teacher Orientation
Assist the assistant superintendent with new teacher orientation.
17. Oversee Frontline Professional Development Documentation
Oversee frontline professional development documentation and records.
18. Coordinate Professional Development Activities
Assist with the coordination and administration of professional development activities, including entering training into frontline, confirming attendance, reserving facilities, preparing materials, and maintaining related documentation.
19. Provide Support for Professional Development Registration
Provide support to staff regarding professional development registration, frontline usage, and related questions.
20. Maintain District-Wide Calendar of Professional Development Opportunities
Maintain and publish a district-wide calendar of professional development opportunities and activities.
21. Assist with Payroll Timesheets
Assist the assistant superintendent with timely submission and processing of payroll timesheets for teacher professional development activities, consultants, title 1 services, and other approved programs.
22. Enter Budget Requisitions into Financial Management System
Enter budget requisitions into the financial management system and monitor transactions throughout the purchase order process.
23. Assist with Financial Management System Questions
Assist district employees with financial management system questions and provide small trainings upon request, if needed.
24. Assist with Medical and Dental Coverage for Employees
Assist the school business administrator with adding, removing, and editing to the medical and dental coverage for employees.
25. Process School Meal Applications
Process school meal applications, maintain supporting documentation, and assist with required audits and reviews.
26. Assist with Military Impact Aid Forms
Assist the school business administrator with the organization, filing, and submission of military impact aid forms.
27. Organize Scholarship Information
Organize scholarship information and coordinate with the shared financial services office to ensure payments are processed accurately and timely.
28. Assist with Procurement Activities
Assist with procurement activities, including obtaining quotes, preparing bid and RFP documentation, maintaining procurement records, and ensuring compliance with applicable purchasing requirements.
29. Maintain RFPS and Bids Calendar
Maintain the organization, administration, and tracking of the district's RFPS and bids, contracts, and related documentation through a calendar of all active contracts and expirations.
30. Maintain Confidentiality
Maintain strict confidentiality regarding personnel, student, financial, and operational information in accordance with district policies and applicable laws.