Chebeague Island School

Job description:        Administrative Secretary

Classification:            Part-time during the academic year (late August to late June)

Reports to:                 Superintendent

Hours:                        Part Time TBA

Responsibilities, including but not limited to:      

• Performs and organizes a wide variety of secretarial and clerical duties for administrative staff, School Board members, teachers and support staff in an efficient manner.
• Acts as a liaison for school administration, staff, students, parents, volunteers and community members.
• Communicates with the public, employing discretion and independent judgment, directing individuals to the correct person or resource and efficiently resolving their concerns.
• Communicates and explains rules and regulations to staff, students, volunteers, and community members.
• Maintains communication with other agencies such as island organizations, mainland schools and transportation companies.
• Acts as Volunteer Coordinator for the school.
• Greets visitors and answers the telephone.
• Coordinates travel system for students attending after school activities on the mainland. Acts as a liaison between parents, students and the agency providing the transportation to Cousins Island.
• Independently composes a variety of materials, such as letters, memorandums, bulletins, newsletters, reports and statistical data from rough drafts or oral instructions.
• Supports teaching staff with typing, duplication, and distribution of materials.
• Helps maintain school web site.
• Prepares requisitions of materials and work orders for maintenance of buildings, grounds, and school equipment.
• Coordinates the processes of purchasing to include: processing of requisitions, payment, receipt, verification and distribution of materials.
• Processes mail and routes it the appropriate individuals.
• Processes vendor bills including payments, organization of receipts, and reports.
• Processes payments to the school for school lunches, book orders, field trips, or other. Arranges for deposits to bank.
• Tracks and compiles financial data and budget information for administrators and School Board.
• Plans and organizes school meetings of administrators, staff, parents, School Board, and/or community members.
• May attend meetings and conferences and act as recorder, preparing reports for actions taken and assignments made.
• Maintains and coordinates multiple calendars to include: administrator (s), school facility use, academic calendar, and school events.
• Assigns and maintains inventory of school keys.
• Maintains student records, including academic, testing, and attendance records.
• Orients and directs substitute teachers and specialists.
• Administers first aid and medication in the absence of health clerk and notifies proper authorities in case of serious illness or accident.
• Other duties as they arise.

Requirements:          

High School Diploma with three years of secretarial, clerical and/or administrative work. Proficient is use of computers with strong word processing, spreadsheet, and presentation skills.  Must maintain confidentiality of student records and Family Educational Right & Privacy Act (FERPA) requirements. Strong interpersonal skills required for myriad contacts with students, staff and community members. Must possess excellent verbal and written communication skills. Ability to handle multiple priorities; strong organizational and decision-making skills required. Must be highly professional. Must like working with children.