Overview
Personal Assistant/Administrator Jobs in San Juan, PR at WGDA
Summary: To perform highly skilled and responsible secretarial work in support of a school principal, administrative team and staff; and to assist with office and administrative duties.
This individual demonstrates the use of cost-effective procedures in fiscal management and confers with his/her principal when making budget related decisions.
This individual assists management in making high-level decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation.
Essential Duties: (These duties represent a sample and may vary by position.)
Prepares reports, handbooks and agendas.
Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
Responds to emergencies, such as bomb threats and lock downs.
Maintains copier maintenance and monitors staff usage.
Prepares and submits various financial reports including compiling data, reconciling data with the general ledger, performing necessary journal entries and reviewing final draft for accuracy and completeness.
Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms.
Types, proofreads, purges and word processes a variety of documents.
Serves as a personal and confidential secretary to the Principal/Director, type letters, memos, and composes correspondence and maintains electronic mail.
Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.
Organizes and maintains all school records and administrative and staff files.
Serves as office coordinator for other secretaries and assists in the selection process of other secretaries.
Assists with safety audits.
Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
Opens, sorts and distributes incoming mail.
Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel.
Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
Organizes and implements the procedures for the opening and closing of school for staff and students.
Maintains calendars of activities, meetings and various community activities. Coordinates with custodial services, security, and other CMS departments regarding the community use of schools.
Insures compliance with federal, state, local and school system rules and regulations.
Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school’s point person for articulation and adherence to guidelines.
Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information.
Serves as a mentor for office support staff at other locations.
Cross-train in all secretarial and financial procedures to serve as back-up.
Enrolls and withdraws students.
Processes free/reduced lunch forms.
Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information)
Meets with new parents and students to begin registration and orientation process.
Places test labels on kardex.
Responds to request and inquiries from central office and vendors.
Orders, stores and issues supplies and materials; maintains office supply inventory records
Assist students with minor injuries; dispenses medication according to the physician’s directions, calls parents as needed.
Compiles all data for property loss and sends o Building Services.
Completes the 10-day attendance for first 10 days of school.
Runs PMR report every month.
Performs related duties as assigned.
Financial Duties: (These duties represent a sample and may vary by position.)
Prepares monthly balancing of assigned books, ledgers and bank reconciliation. Prepares year-end financial stated work papers and all records for yearly audit.
Receipts and deposits all monies collected from teachers and club advisors. Maintains and reconciles the general, club and athletic checking accounts.
Reconciles and inventories all teacher receipt books. Receipts and deposits all monies collected from staff. Makes daily deposit to bank.
Prepares all budget transfers and time sheets for all personnel.
Prepares extended employment paperwork.
Analyzes and reviews accounts; verifies, corrects and posts transactions related to assigned areas.
Prepares contracts between CMS and parties/consultants.
Processes payroll, to include checking accuracy of employee timesheets and bonus payments.
Maintains accurate and detailed records, verifies the accuracy of information and researches discrepancies and records information.
Trains staff and club advisors for all financial procedures and regulations.
Maintains proficiency in technology and attend training as required as well as train others.
Supervise and process all fundraisers
Scope:
Average Elementary School Budget Allotment – $27,000
Average Middle School Budget Allotment – $61,500
Average Sr. High School Budget Allotment – $120,500
Education and Experience:
Minimum
High School Education supplemented with Secretarial Coursework
3 years secretarial experience including bookkeeping/accounting
Desired
Associates Degree
5 years secretarial experience in a school setting
Licensing / Certification Requirements: N/A
# of Jobs 1.00
Salary: From 20.80
Teacher Scale N
Minimum Educational Requirements HS diploma
Term 12 Month
Additional Job Information
Title: Personal Assistant/Administrator
Company: WGDA
Location: San Juan, PR
