Administrative Assistant to the Principal 2025
Position: Administrative Assistant
Site: Pratt Elementary
301 West 35th Street
Sand Springs, Oklahoma 74063
Supervisor: Building Principal
Contract: 200 days, 7.5 hours
Status: Exempt
DEFINITION: Under the supervision of the Principal, provides support to the Principal in a wide range of office and school operations; coordinates and organizes office activities and coordinates flow of communications and information for the Principal; provides support by planning, organizing, supervising, and participating in the school office administrative operation; maintains confidentiality of sensitive and personal information; prepares and maintains a variety of records and reports related to assigned activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
• Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Principal; coordinates and organizes office activities and coordinates communications and information flow for the Principal.
• Handles routine issues and emergencies concerning employees and students, makes decisions independently or collaboratively, and recommends action as appropriate.
• Compiles information and prepares and maintains various records and reports related to assigned activities.
• Inputs various information into an assigned system; assures input and output data accuracy.
• Maintains confidentiality of various aspects of school operations, including sensitive and personal information.
• Performs secretarial work, including typing and word processing, proofreading, filing, recording information, and processing and distributing correspondence.
• Provides training and work direction to assigned office personnel, organize and expedite the workflow of the school site, and offer guidance and advice to other school personnel as needed.
• Updates absence and timesheet information for assigned personnel.
• Serves as a significant program information resource person and liaison between schools, departments, the District office, and other locations; disseminates accurate and timely information and direction to students, parents, staff, and visitors.
• Assists with registration duties as needed.
• Communicates with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.
• Receives and greets visitors and provides information to parents and the public; screens correspondence and telephone calls for administrator and staff.
• Establishes, maintains and assures proper use of confidential files, including student, personnel, and payroll records.
• Secures substitutes to assure adequate coverage for the school site; orients substitute personnel and provides keys and pertinent information.
• Performs assigned financial duties and maintains assigned financial records, school budgets, and site accounts.
• Prepares and submits purchase and work orders as assigned; prepares reimbursement requests and deposits according to established procedures.
• Composes correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school, District, or assigned area; types and composes various materials from verbal or written instruction.
• Attends and participates in assigned meetings and training; prepares minutes from notes as required.
• Updates and maintains multiple calendars as assigned; organizes appointments and meetings and arranges for school visitations and facility use.
• Assists with planning school events and field trips as needed; arranges travel for assigned personnel as required.
• Answers questions and resolves situations involving students, parents, the public, location staff, and District personnel through knowledge of school policies and general District rules and regulations.
• Administers first aid, provides health office coverage and dispenses approved medication to students in accordance with the organizational policy as assigned.
• Tracks and orders assigned school supplies according to established procedures and ensures appropriate supplies are maintained.
• Operates a variety of office equipment, including a copier, fax machine, two-way radio, computer, and assigned software
QUALIFICATIONS GUIDE Knowledge of:
• Organizational operations, policies, and objectives.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Modern office practices, procedures, and equipment.
• Operation of a computer and assigned software.
• Telephone techniques and etiquette.
• Principles of providing training and work direction.
• Basic first aid techniques.
• Interpersonal skills using tact, patience, and courtesy.
• Oral and written communication skills.
• Basic math.
Ability to:
• Perform various clerical and secretarial duties to relieve the Principal of administrative and clerical detail.
• Learn school organization, operations, policies, and objectives.
• Interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.
• Assure smooth and efficient office operations.
• Maintain a variety of records, logs, and files.
• Understand and carry out oral and written instructions.
• Compose correspondence and written materials independently or from oral instructions.
• Establish and maintain cooperative and effective working relationships with others.
• Serve as liaison between administrators, faculty, staff, students, parents, and the public.
• Meet schedules and timelines.
• Complete work with many interruptions.
• Work independently with little direction.
• Work confidentially with discretion.
EDUCATION/EXPERIENCE:
Any combination is equivalent to graduation from high school supplemented by additional office organization and secretarial skills training—three years of experience in increasingly responsible secretarial experience (preferred).
LICENSES AND OTHER REQUIREMENTS:
• Incumbents may be required to obtain a valid First Aid/CPR certification from an authorized agency within a designated probationary period and pass an Oklahoma Bureau of Investigation Background Check.
PHYSICAL DEMANDS: The physical demands described here must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Sitting, standing, and walking for extended periods.
• Dexterity of hands and fingers to operate assigned equipment and a computer keyboard.
• Hearing and speaking to exchange information in person and on the telephone.
• Reaching overhead and above shoulders to retrieve files and materials.
• Bending at the waist, kneeling, or crouching to file materials.
• The employee must occasionally lift and/or move up to 35 pounds
• Seeing to read a variety of materials.
WORK ENVIRONMENT:
Indoor/school office environment. Constant interruptions. The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
Sand Springs Public Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.