JOB TITLE: Senior Administrative Associate WAGE/HOUR STATUS: Nonexempt
to Principal
REPORTS TO: Principal
DEPT. /SCHOOL: Campus DATE REVISED: July 2026
PRIMARY PURPOSE:
Facilitate the efficient operation of the school administrative office and provide clerical services for the school's administrative staff.
QUALIFICATIONS:
Minimum Education/Certification
High school diploma or GED
Special Skills/Knowledge:
Proficient skills in typing, word processing, file maintenance, and financial records
Strong organizational, communication, telephone, and interpersonal skills
Ability to operate a computer and other office/school equipment
Minimum Experience:
One to three years of secretarial experience preferably in a public education environment
MAJOR RESPONSIBILITIES AND DUTIES:
- Assist students, teachers, parents, visitors, and community members as needed.
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Promote positive public relations through effective communication and interaction with students, teachers, parents, visitors, colleagues, and community members.
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Organize and manage routine work activities of the principal's office.
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Provide secretarial services to the principal as needed, including maintaining the principal's calendar, scheduling meetings and appointments, answering phones for the principal's office, and serving as recording secretary on committees and in meetings as needed.
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Type all written correspondence and property route. Prepare necessary campus communications as requested using a computer.
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Receive incoming calls, take reliable messages, and route calls to the appropriate staff.
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Sort, distribute, or deliver mail and other documents.
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Maintain proper files, including inventory of school supplies, mailing lists, student records, visitor logs, office communications, permanent student records, and other required documentation.
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Receive, store, issue, and inventory supplies and equipment.
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Responsible for monitoring and maintaining records, including employee time records, absentee records, special requests, accident reports, and workers' compensation reports.
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Responsible for and maintain campus financial records and reports and assist with preparation of the school budget.
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Supervise office staff.
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Serve as substitute teacher coordinator.
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Compile attendance reports daily, keep accurate records, and prepare related attendance reports, including PEIMS materials.
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Serve as the campus PEIMS facilitator and compile, report, and maintain all PEIMS materials.
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Serve as campus registrar by processing the registration and scheduling of new students, processing student withdrawals, maintaining permanent student records, writing/calling for transcripts, and sending and receiving transfer student records.
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Collect required forms, including but not limited to federal forms, lunch applications, bus forms, gold cards, honor roll documentation, AGR forms, and Code of Conduct acknowledgments.
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Responsible for issuance of tardy and absentee slips and maintenance of early check-out files.
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Communicate with students and parents in an effort to prevent truancies, unnecessary absences, and tardiness. Prepare records for truancy hearings.
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Post grades and perform related grade reporting tasks.
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Make home visits as assigned by the principal.
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Maintain confidentiality of all records and information.
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Keep informed of and comply with state, district, and school policies, regulations, campus routines, and procedures concerning primary job functions.
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Present a positive image of the school, demonstrating interest in the education, growth, and development of each student.
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Regular attendance; must be willing and able to report to work at the designated site on a regular daily basis according to the established work schedule.
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Perform other duties and responsibilities as assigned by the principal or supervisor.
EQUIPMENT USED:
Personal computer, printer, copier, fax machine and other general office equipment
WORKING CONDITIONS:
Mental Demands:
Reading; ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of computer; works with frequent interruptions; occasional in district travel; frequent, prolonged and irregular hours.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.
