Full-Time School Administrative Assistant/Principal''s Secretary

PURPOSE:

The Administrative Assistant/Principal's Secretary provides comprehensive secretarial and operational support to the Principal and ensures the smooth daily functioning of the school office. This role facilitates communication between staff, students, parents, and the broader community while supporting student services, recordkeeping, budget coordination, event planning, and school operations. The administrative assistant/secretary serves as a key liaison between the office and instructional staff and contributes to a positive school climate through effective service, organization, and responsiveness.

TERMS OF EMPLOYMENT:

Reports to the Principal

Duration: 260 days

Evaluation: Performance will be reviewed annually prior to June 30th

ESSENTIAL JOB FUNCTIONS:

Administrative Support

• Provide daily secretarial support to the Principal, including scheduling, correspondence, newsletters, and confidential documents.
• Assist with scheduling needs, staff handbooks, and staff calendars.
• Manage internal communications including daily announcements, notices, and reminders.
• Coordinate bulletin boards, mail distribution, voicemail updates, and building communications.
• Summer school administrative assistant.
• Support with all school communication pathways such as but not limited to school sign, student information system, school messenger system, social media and/or website.
• Support student registration and families with Skyward: Family Access.

Attendance, Records, & Reporting

• Process student enrollments, withdrawals, and maintain cumulative records.
• Enter data for special education, free/reduced lunch, locker assignments, and student fees.
• Prepare reports for the Dean of Students and state submissions (2nd/3rd Friday counts).
• Creating, monitoring and correcting student WISEID errors in WISEdash and student information system.

Finance, Purchasing & Budget

• Add and manage student fees in Skyward; process and receipt payments for events, field trips, and fundraisers.
• Prepare deposits, maintain petty cash, and organize cash boxes as needed.
• Submit P Card transactions and purchase requisitions in Skyward.
• Support with budget management and purchases as appropriate, including department budget tracking and provide teachers with up-to-date balances.
• Reconcile and submit annual student fee reports and manage summer financial processing.

Faculty & Staff Support

• Provide responsive support to teachers and substitute staff; coordinate internal coverage when needed.
• Maintain and process timesheets for secretaries, aides, and TOCs; approve TOC hours in the Avionte portal.
• Assist with HR-related tasks such as forms, benefit enrollments, phone/address changes, and key distribution.
• Organize staff appreciation events and assist with onboarding of new and seasonal staff.

Special Events & Scheduling

• Coordinate logistics for major school events such as the Grade Promotion Ceremonies, Open House, and field trips (e.g., Six Flags).
• Prepare and distribute programs, certificates, and promotional materials.

Technology & Operational Systems

• Maintain and update the school bell schedule, phone system, and voicemail settings.
• Operate and support Skyward (SIS) for student data, scheduling, and reporting.
• Utilize Google Workspace and district tools for recordkeeping, communication, and planning.
• Generate mailing labels, calendars, and announcements for parent and staff distribution.

Health & Safety Support

• Serve as backup for the Healthroom and support minor first aid needs in absence of the health aide.
• Participate in the Emergency Response Team; maintain emergency contact lists and drill logs.
• Support visitor access control and ensure adherence to safety and security protocols.

Other Duties

• Perform other duties as assigned to support the operations of the School District of Cudahy.

KEY COMPETENCIES:

• Strong organizational and multitasking ability in a dynamic school setting
• Clear and professional communication skills-verbal and written
• Strong working knowledge of Skyward, Google Workspace, and general office technologies
• Positive and collaborative attitude with staff, students, and community members
• Ability to maintain confidentiality and exercise sound judgment
• Initiative and flexibility to adapt to changing priorities or emergency needs
• Ability to work independently and as part of a team
• Familiarity with school district procedures, attendance systems, and student data platforms

QUALIFICATIONS:

High school diploma required; Associate degree or additional administrative training preferred. Minimum of 2-3 years of administrative or school-based experience. Proficiency in Microsoft Office, Google Workspace, and web-based programs (e.g., Skyward, Avionte). Experience with school finance, scheduling, and event coordination is preferred. CPR/First Aid certification or willingness to obtain preferred. Ability to multitask in a busy environment with frequent interruptions. Must be able to maintain a high level of professionalism, discretion, and organization.

PHYSICAL & MENTAL DEMANDS:

• Must be able to stand, walk, sit, climb, crawl, bend, and remain in a stationary position for extended periods, with or without back support.
• Frequently required to perform physical tasks such as lifting, carrying, or moving items up to 25 pounds, with occasional exertion of up to 50 pounds.
• Must be able to maintain focus, concentration, and attention to detail across a variety of tasks.
• Must follow all safety practices and protocols at all times.
• May require use of standard tools and equipment during inspections or maintenance walkthroughs.
• Must be able to operate computers, printers, copiers, phones, and other standard office equipment.
• Vocal communication is required to express ideas and provide detailed or important instructions clearly and effectively.
• Hearing is required to understand normal spoken conversations, respond to inquiries, and distinguish between various sounds.
• Must be able to communicate effectively-both verbally and in writing-with staff, administration, parents, and other members of the educational community.
• Must be able to remain composed and exercise emotional control under stressful or emergency conditions.
• Proficiency in using web-based programs (Skyward, Google Workspace), email, and educational or operational technology (e.g., laptops, Smartboards).

WORKING CONDITIONS:

• Work will take place primarily in indoor school or office environments, with regular exposure to student noise, music, food odors, cleaning chemicals, and occasional facility-related noise.
• Duties may also require work in outdoor environments such as schoolyards, building grounds, or field trip locations, with exposure to varying weather conditions (hot, warm, cool, cold) and seasonal elements like mowed grass and snow removal.
• Occasional evening or weekend hours may be required to support special events, emergency responses, or seasonal maintenance needs.
• Regular and consistent work attendance is expected.
• Travel between district buildings may be required; employees must use their own vehicle and will be reimbursed mileage per district policy.
• The employee shall remain free from the use of alcohol or illegal substances in the workplace, in compliance with Policy 3122.01, throughout their employment with the District.

EQUAL OPPORTUNITY EMPLOYER

The School District of Cudahy is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

DISCLAIMER:

Nothing in this job description restricts the Supervisor's right to assign or reassign duties and responsibilities to this job at any time. The description reflects Supervisor's assignment of essential functions and does not restrict the tasks that may be assigned. This job description is subject to change at any time.