ADMINISTRATIVE SECRETARY

Qualifications: We are seeking a highly qualified administrative assistant to join our team - someone who loves what they do. High school diploma required. The ideal candidate should possess a combination of education and relevant work experience and demonstrate a track record of success in office support roles. They should have excellent communication, organizational, and problem-solving skills, enabling them to effectively manage multiple tasks and priorities in a fast-paced environment.  A successful candidate will be proactive, adaptable, and customer-service oriented, with a willingness to learn and take initiative to support the smooth operation of the office. Technical responsibilities of the role will require:

• Advanced proficiency in Google Workspace is necessary 
• Experience with database management systems 
• Proficiency in office equipment operation (multi-line phone systems, printers, scanners, copiers)
• Basic competence with graphic design tools 
• Experience with document management systems and file organization
• Familiarity with video conferencing platforms (e.g., Zoom, Google Meets)

• Communication and correspondence: Answering and directing phone calls, responding to emails, drafting and proofreading correspondence, and distributing memos and notices.
• File management and organization: Maintaining electronic and physical filing systems, ensuring documents are properly organized, stored, and easily accessible.
• Document preparation: Creating, formatting, and editing various documents, such as reports, presentations, spreadsheets, and letters.
• Office management: Overseeing office supplies inventory, placing orders, and maintaining office equipment to ensure smooth operation.
• Reception duties: Greeting visitors, directing them to the appropriate personnel, and providing general information about the district.
• Project and event support: Assisting with the planning, coordination, and execution of projects and events, including tracking deadlines and communicating with stakeholders.
• Information management: Maintaining databases, updating contact lists, and ensuring the accuracy and confidentiality of sensitive information.
• Providing general administrative support to executives and team members as needed, adapting to the specific requirements of the organization. Additional tasks shall include:
  • Enrolling students in grades K-5 by collaborating with the administration, transportation, and parents
  • Posting vacant positions to external job boards (ServingSchools, SchoolSpring, Indeed, etc.)
  • Submit work permits to the Maine Department of Labor
  • Processing substitute teacher applications to include fingerprint approval as required by the State
  • Processing state background checks for substitute teachers and volunteers
  • Organize and report on staff evaluations
  • Reporting and maintaining all employee information through the Maine Department of Education
  • Maintaining district databases for staff
  • Completing secretarial duties for Certification Committee
  • Performing additional tasks and responsibilities as directed by the superintendent

• Highly organized: you rely on systems/processes to implement and document work; we can count on you to follow through, stay on top of specific tasks, and close loose ends and communication loops; you methodically document decision-making
• Attention to detail: you’re obsessed with accuracy and embrace the importance of “getting it right”; you triple-check documentation to ensure you can stand by your work; your discipline enables you to work error-free despite repetitive nature of tasks
• Balance collaboration with independent production: you are a skilled collaborator and thought-partner, but are equally comfortable with deep independent dives into your work
• Communication skills: you communicate clearly and logically; you can articulate complex concepts and the rationale behind them with intention; you can obtain the information you need effectively
• Strategic prioritization: you adjust to emerging realities and needs; you take action on what’s most important; you drive work forward with an urgency to see results
• Customer-service orientation: you see interacting with parents and community members as a critical part of your job, not as an impediment to your job; you see interacting with families and members of the public as an essential part of serving students
• Calm in the storm: you stay grounded and focused when problems emerge; you stand ready to provide support, identify options, and delegate tasks as needed
• Embrace diversity: you value a diversity of perspectives, styles and beliefs; you understand the difference between tolerance and inclusion