Full Job Description
Cabot School is a preschool through Grade 12 located in the beautiful Town of Cabot. There are approximately 160 students and 60 staff. Our long time Executive Assistant is retiring. We are looking for someone who enjoys a family atmosphere environment where everyone is involved and supportive of one another.
This position is 216 work days. When school is in session and a few weeks before school begins and after school ends are the working day.The Executive Assistant provides high-level administrative support to the school community, assuring the smooth and efficient operation of the school office and positively impacting the education of the children.Essential Functions: Office Management: -Acts as the first point of contact between the community, families, and the school for attendance, problem solving, and communication.-File and retrieve corporate documents, records, and reports-Answer phone calls and direct calls to appropriate parties or take messages-Maintain a neat and organized front office, taking pride in the presentation of the front office as the first entry point for the school community. -Greet visitors and determine whether they should be given access to specific individuals-Communicate whole school messages and announcements-Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid principal and school board-Set up and oversee administrative policies and procedures for offices or organizationsRegistrar Responsibilities: -Create and track first day packets-Create and track registration materials for registering all new students-Maintain and update student files-Maintain attendance records and follow-up with families to ensure accurate attendance information-Operations Support: -Maintain and update Emergency Operations binder-Maintain and book facilities use for community and school events-Act as liaison between transportation director and drivers for field trips-Interpret and disseminate administrative and operating policies and procedures for employees-Other operational duties as assigned by the principal. -Maintain and communicate changes to daily dismissal form for whole school dissemination dailyFinance Support: -Prepare invoices, reports, correspondence, financial statements and other documents, using word processing, spreadsheet, database, or presentation software-Supports central office with gathering reports for financial audits and -Order supplies, maintain records management database systems, and perform bookkeeping work.-Maintain ordering system including entering account information, aligning orders and accounts, and communicating order status between central office and school staff.-Maintain quick books for student activities account and produce monthly reports and reconciliation.-Bank reconciliations-Submit employee timesheets to payroll department-Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expendituresExecutive Assistance: -Manage and track principals calendar-Arrange conference calls and meetings-Keep the principal apprised of any family, registration, financial or other information that flows through the front office.-Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution-Conduct research, compile data, and prepare papers for consideration and presentation by principal or school board-Open, sort, and distribute incoming correspondence, including faxes and email, responding when appropriate-Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directorsQualifications: High School diploma or GED2+ years of related administrative/secretarial experience Required Knowledge, Skills and Abilities: -Loves working with people of all ages and backgrounds-Knowledge of administrative and clerical procedures such as word processing, file and records management, and form design-Clear and professional written and oral communication skills for interaction with co-workers, parents, and students-Solid organizational, prioritization, and problem-recognition skills-Ability to understand both written and oral instructions-Ability to compute, analyze and interpret complex statistical data-Timely follow through on assigned tasks-Ability to maintain quality when required to complete multiple tasks in a timely manner-Ability to prioritize tasks and ask questions when unsure-Ability to maintain composure and positivity in times of stress and high volume work periods-Time managementTools/Technology Requirements: -General office equipment such as phone, computer, adding machine, copier/scanner/printer/fax-Computer software: Knowledge of or willingness to learn google software (for email, calendar/scheduling, spreadsheet) Excel software; PowerSchool for student information; iVisions/Tyler finance software Physical and Mental Demands: -Requires frequent moving of equipment, materials, and supplies weighing up to 50 pounds Prolonged periods of sitting (up to 75% of the time)-Some bending and twisting to access file cabinets, office machinery and supplies-Needs to frequently ascend or descend stairs and/or ramps to perform daily tasks associated with this position