Administrative Assistant

MSAD #35

Position Title: Marshwood Middle School Administrative Assistant

Reports to: Building Administrator

Prepared by: Building Administrator and Superintendent of Schools

Date Reviewed: June 23, 2023

Administrative Assistant (.75 FTE) - Marshwood Middle School - Anticipated start date is August 2026

This is a year round position that follows the Administrative Assistant Handbook calendar attached to this email. School year hours are 6 hours per day and summer hours are 3.75 hours per day.

Position Summary:

The administrative assistant position is part of a team in the main office of Marshwood Middle School (MMS) where the efforts of each person is made toward the effective and efficient operation of a busy and productive main office. Although there are specific duties and responsibilities connected with this position, each member of the administrative assistant team, in conjunction with the guidance department and building administration, needs to be collaborative in nature for the purpose of meeting the most urgent needs at the moment. This position requires a personality that is flexible, personable, patient, and collaborative. This is a highly people-centered position where the needs of students, staff and community always remain at the forefront. Outstanding in-person people, phone, email, and technology skills are required and necessary assets for performing the essential duties of this position.

Qualifications:

• High School diploma is a minimum; Post-secondary degree/certification preferred
• Five years previous office / financial experience preferred
• Maine Department of Education Criminal History Record Check certificate eligibility required

Duties and Responsibilities:

The responsibilities outlined below are representative and do not encompass or define all tasks that may be required by the position.

• Daily Student Attendance
• Receives Daily Attendance from Each Advisory via Infinite Campus (I.C.)
• Enter data submitted in Infinite Campus (absent, tardy, dismissal, etc.)
• Generate daily student /staff attendance report
• Throughout the day updates daily attendance (additional tardy, dismissals, etc.)
• Update student data/information as needed through Infinite Campus
• Provide Absence/Tardy reports to Assistant Principal as requested
• Assist with new enrollments/withdrawal of students
• Assist with registration paperwork of new enrollments
• Requesting previous school records for new enrollments
• Keeps records of grade level and enrollment numbers throughout the school year
• Tracks dates and times for required fire drills and emergency evacuations
• MEDMS - data update for each employee
• Keeps record of approved driver list (Staff transporting student in personal vehicles)
• Workers' Comp- Oversee completion of Employee and Supervisor Reports, Submit to

Human Resources (H.R.)

• Family Medical Leave (FMLA) - Initial Report to H.R.
• Oversee & manages daily substitute coverage as needed

Payroll Related Duties:

• Maintain employee attendance records
• Review and complete hourly employee and substitute time via electronic “Time Clock”
• Generate Absent/Substitute Report and submit to Superintendent's Office

Bookkeeping:

• Maintain Financial Records for MMS activity accounts
• Provides Team Leaders with monthly/ as requested activity/team account balances
• Verify and post deposits
• Process staff check requests
• Maintains accurate computer-based accounting
• Bank Deposits as needed
• Monthly Reconciliation with business manager or designee
• Balance Bank Statements
• Generate Summary and Transaction Reports
• Complete Auditor' s Worksheet
• Review and sign with Principal
• Submit to Superintendent's Office

Other Financial Related Duties:

• Generate and mail invoices for lost/damaged textbooks and other school owned items
• Handle checks returned from banks due to insufficient funds, accounts closed, etc.
• Record fees and student data in excel database, provide team leaders with report and tags for iBook’s.

Athletic:

• Works in collaboration with Assistant Principal/AD liaison to manage FormReLeaf (required emergency/health/permissions paperwork system for MMS athletes).

State Reports:

• Manages and keeps accurate student data/enrollment. Reports may include information such as: Gender, race, town, special needs, attendance, etc.… Most reports will be generated through the use of Infinite Campus, the district and state’s student and staff data management system.

General Secretarial/Office Duties

• Works collaboratively with MMS administration as needed or requested
• Receptionist - answer and direct incoming phone calls and/or emails to the appropriate people
• Greet and sign in tardy students, substitutes, parents/visitors
• Retrieve students as requested for district professionals, counselors, nurse, etc.
• Retrieve students for dismissal, parent messages, lunches, etc.
• Assists with the oversight of students reflecting in the main office due to in-school suspension and/or lunch detention as assigned by administration
• Distribute inter-office mail, flyers, announcements, etc. as directed
• Assists making radio contact with district busses during A.M. & P.M. arrivals and dismissals