Executive Assistant to the Principal
Location: Stevens Elementary School
Position Overview
The Burnt Hills-Ballston Lake Central School District is seeking a highly organized, detail-oriented Executive Assistant to the Principal to support the daily operations of the school. This position exists in a school district and involves the responsibility for providing administrative support for the building principal and assisting with the oversight of the school's day-to-day operations. Supervision is received by the Principal with wide leeway given for independent judgment in carrying out the details of the work. Does related work as required.
Student Discipline Support:
- Assisting with the documentation and tracking of student disciplinary incidents.
- Communicating with parents regarding minor disciplinary matters.
- Maintaining confidential discipline files.
- Supervise students sent to the office for discipline or behavior redirection.
- Scheduling parent-teacher conferences related to discipline.
- Support students in crisis, including calming, redirection, or connecting with counselors.
General Administrative Support:
- Assist with 504 processes.
- Assisting with staff meetings and professional development activities.
- Maintaining the school calendar
- Managing the principal's calendar and appointments (as needed).
- Preparing/editing reports and presentations for the principal.
- Handling confidential information with discretion.
- Maintaining the school calendar and scheduling appointments.
- Taking on special projects as assigned by the principal
- Organize and supervise daily arrival and dismissal, including traffic, bus, and walker zones.
- Help organize fire drills, lockdowns, and safety drills; maintain documentation.
- Serve as a liaison to the administrator on back up in the principal’s absence.
- Assist with coordinating and scheduling assemblies, family nights, and building-wide events.
- Monitor hallways and assist with transitions during peak times.
- Provide supervision during lunch/recess.
- Assist in onboarding and welcoming new staff (logistics, processes, expectations).
- Assisting with the preparation of documents and reports.
- Help prepare and monitor master schedules, duty rosters, and testing calendars.
- Assist with audit preparation and record compliance (forms, fire drills, etc.).
- Provide coaching or feedback to lunch/recess monitors.
- PTA liaison for scheduling events/activities.
Financial Responsibilities:
- Processing invoices and payments.
- Managing purchase orders and requisitions.
- Assisting with budget preparation and monitoring (as needed).
- Handling school-related financial transactions (e.g., field trip money collection).
- Maintaining accurate financial records and documentation.
- Preparing financial reports as requested.
- Liaising with the district's finance department.
- Support field trip financial logistics (collection, payment, deposits, bus costs).
- Managing office supplies and ensuring adequate stock.
- Track receipts and spending for grants, PTO funds, and extracurricular accounts.
- Coordinate reimbursements for staff and maintain proper documentation.
State Testing Coordination:
- Assisting the principal to ensure compliance with testing protocols and regulations.
- Assisting the principal with organizing and coordinating all aspects of state-mandated testing (e.g., scheduling, materials preparation, communication with staff and parents).
- Assisting the principal with assigning groups to locations and managing testing accommodations and modifications as listed in Nextera (Sped. team makes the groups).
- Maintaining testing records and data.
- Assisting with returning testing materials for scoring, etc.
- Assists with coordinating Field Testing.
- Prints student testing tickets and organizes testing folders.
- Organizes materials for testing (pencils, paper, etc. )
Field Trip Organizations:
- Coordinating logistics for field trips (e.g., transportation, permission slips, approves chaperon communication with Principal).
- Managing field trip payments and financial aspects.
- Serving as a point of contact for field trip-related inquiries.
MINIMUM QUALIFICATIONS:
(A) Graduation with a bachelor’s degree in Business Administration, Education, Human Services or a related field; OR
(B) Graduation with an associate’s degree in Business Administration, Education or a related field and two (2) years of clerical experience in a school district; or
(C) Graduation with a high school diploma or high school equivalency diploma and four (4) years of experience as defined by the limits of (B) above.
Burnt Hills Ballston Lake Central School District strives to build a culturally responsive and inclusive environment that encourages, embraces, and celebrates diversity.
Burnt Hills-Ballston Lake Central School District is in compliance with the Civil Rights Act of 1964 and Title IX Educational Amendments of 1972. The School District provides equal employment opportunities to all individuals and does not discriminate on the basis of race, color, religion, national origin, sex, age, or disability.