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Administrative Assistant - Biddeford Middle School (Long-Term Substitute) JobID: 2839

• Position Type:

  Secretarial or Business Office Staff/ Administrative Assistant

• Date Posted:

  8/18/2024

• Location:

  Biddeford Middle School

     Biddeford Schools is seeking: Administrative Assistant -Long-Term Substitute

Brief Job Duties:The ideal candidate will have experience in the following areas:

• Greet visitors, staff, and students, and assist as needed with students.

• Responsible for office tasks including: answering phones, taking messages, giving directions, distribution of interoffice mail, reports, memos, records management, agendas, typing, copying, collating, scheduling, notifications website management, mail system and office equipment.

• Manages clerical duties for office staff including scheduling appointments for guidance, typing, filing, and other clerical tasks assigned.

• Oversees mail system and office equipment.

• Coordinates all communication in guidance related to answering phones, visitors, electronic communication.

• Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archivingof records.Alerts teacher to any problem or special information about an individual student.

Full Job Description (https://www.biddefordschools.me/page/job-descriptions-district) Certification/License:Criminal History Record Check (CHRC), which includes Fingerprints on file with the Maine Department of Education Education: High School Diploma or GED equivalent; Associate’s Degree preferred.Experience: Previous secretarial training and/or experience including use of Microsoft Office applications, specifically Excel andWord.Live and Work in the Biddeford, Maine Community

• Located along the Atlantic coastline with miles of beaches

• Views of the Saco River to its west

• Less than 20 minutes south of the Greater Portland Area

• Less than two hours north of Boston.

• Home to a growing population of diverse residents

• Picturesque downtown

• Maine's youngest city with a median age of 29 in the historic downtown

• Thriving economy

• Many recreational opportunities, including fishing, hiking, biking, public parks, and kayaking (https://heartofbiddeford.org/)

Equal OpportunityThe School Department is an Equal Opportunity Employer. The district shall actively work to have the teacher and administrator workforce reflect the student body's diversity.The School Department's selection will be based on those with the highest capabilities, the most vital commitment to quality education, and the greatest probability of effectively implementing the learning program. Therefore, selections will be made without consideration on the basis of race, color, sex, sexual orientation, gender identity, religion, ancestry or national origin, age, marital status, disability or genetic information, and any other state or federal prohibitions. For the purpose of this policy, "sexual orientation" means a person's actual or perceived heterosexuality, bisexuality, homosexuality, or gender identity or expression.Criminal Background CheckAll employees of Maine schools must be fingerprinted for a criminal history background check. Please create a Department of Education log-in and make an appointment for a fingerprinting appointment athttps://www.maine.gov/doe/cert/fingerprintingPlease see other Job Openings at :Biddeford Schools (https://www.applitrack.com/biddefordschools/onlineapp/) Dayton School (https://sites.google.com/daytonschooldept.org/dcs/district-information/employment-opportunities?authuser=0) Southern Maine Administrative Collaborative

QUALIFICATIONS:1. High School Diploma or GED equivalent; Associate’s Degree preferred.2. Previous secretarial training and/or experience including use of Microsoft Office applications, specifically Excel andWord.3. Valid DOE fingerprinting certification.REPORTS TO: Building LeaderPERFORMANCE RESPONSIBILITIES: The following responsibilities are comprehensive. Duties may vary according todepartment and school roles.1. Maintain professional atmosphere and orderly work environment.2. Greet visitors, staff, and students, and assist as needed with students.3. Responsible for office tasks including: answering phones, taking messages, giving directions, distribution of interofficemail, reports, memos, records management, agendas, typing, copying, collating, scheduling, notifications websitemanagement, mail system and office equipment.4. Manages clerical duties for office staff including scheduling appointments for guidance, typing, filing, and other clericaltasks assigned.5. Oversees mail system and office equipment.6. Coordinates all communication in guidance related to answering phones, visitors, electronic communication.7. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archivingof records.8. Support guidance and administrative staff with the management data system in order to input course sections and courseselection.9. Manage parent/student portal accounts and parent notification system.10. Monitors attendance including: Child Watch Attendance Calls, promotion/retention letters, tardies, and dismissals.11. Manage Student Data System including: attendance, dismissal, scheduling, discipline, fees, reports, Child WatchAttendance Calls, promotion/retention letters, etc.12. Coordination of substitute teachers on a daily basis.13. Supervise entry into the building when doors are locked.14. Coordinate, monitor and communicate with transportation department for scheduled bus assignments and bus issues(including staff notification).15. Maintains office equipment and building equipment such as printers, toners, fax machine, telephone system, etc.16. Assists Principal with Finances including: Processing all purchase orders, supplies for school materials, equipmentincluding: payment of bills, filing of invoices, shipping and receiving, activity funds, writing checks for all teams andaccounts, reconciling all accounts, managing petty cash and vending machines. Enter fees for lost books, laptop repairs,library fines, and laptop insurance payments.17. Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archivingof records.18. Manage & Coordinate facility usage with appropriate staff both internally and externally.19. Upkeep lost and found room.20. Serves as back up to school nurse to dispense meds (with proper training in accordance with policy JLCD).21. Serves as back up to school nurse for processing on-line Workman’s Compensation First Reports for their building andrefers staff to current Workers Comp provider as needed.22. Other job-related duties as assigned by the Building Leader.TERMS OF EMPLOYMENT: Per the most recent Collective Bargaining Agreement.EVALUATION: Performance of this job will be evaluated in accordance with provisions of the School Committee’s policy onEvaluation of Support Services Personnel.NOTE: The above job description reflects the general requirements necessary to describe the principal functions orresponsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.