Administrative Assistant Temporary

Operational duties: 

• Provides secretarial support to Principal  

• Maintains updated phone list 

• Sorts and date stamps all incoming mail to Principal and Assistant Principal 

• Maintains adequate supply inventory and processes supply request forms 

• Mandatory attendance at all staff meetings 

• Responsible for taking minutes and distributing same for all required 

meetings in a timely manner 

• Posts mandatory notice for Board meetings 

• Mandatory attendance at all Open Houses, Lottery, and other similar events 

• Assign duties and supervise the work of clerical office personnel 

• Coordination of personnel travel for professional development 

HR/Payroll Duties:

• Maintains updated faculty list 

• Maintains up-to-date substitute list and provides same to faculty. 

• Maintains updated list of terminated employees during school year 

• Assist with new hire paperwork 

• Follows up with fingerprinting for new hires 

• Maintains teacher certification information  

• Maintains updated personnel files in compliance 

• Maintains filing system as well as set of locked confidential files. 

• Process Out-of-Field Waivers and documents same on Excel spreadsheet 

• Maintain Time and Attendance for non-exempt employees and approve final 

payroll report.  

• Leave of Absence/FMLA - Act as liaison between employee and HR 

• Workers Compensation Accidents/Incidents - Act as ongoing liaison between 

employee and HR until the incident is resolved/closed. 

Finance Duties:

• Handling of MSB software. Posting field trips and events for payment, invoicing 

students, providing payment reports and follow up for sports, clubs, events, 

Jeans Day and other student fees/activities with Sponsor individual.  This 

includes inputting proper accounting codes for each fee. 

• Maintains accurate information for Accounts Payable sending invoices to CSA for 

payment processing. 

• Handling of Principal Internal checking account, including submission of manual 

checks to CSA office for posting. 

• Assisting in obtaining W-9 and vendor registration forms for new vendors, if 

necessary. 

• Submission of employee expense reports to CSA for payment processing. 

• Processing parent reimbursement/refunds, if applicable. 

• Handling deposits for internal, operational, aftercare and food service account, if 

necessary. 

• Handle PEX card compliance and receipt submission 

• Create school purchase orders via SAGE Intacct and provide necessary 

information to support purchase orders. 

• Support Principal to obtain quotes for grant requests, if necessary. 

• Provide qualified teacher list for the Classroom Teacher Supply Program. 

Overall:

• Performs such other tasks and assumes such other responsibilities as the 

Director/Principal may from time-to-time assign. 

1. Bachelor’s degree Preferred
2. Previous experience preferred 
3. Clearinghouse Education and Awareness webpage: https://info.flclearinghouse.com/education-awareness