JobID: 5242

Position Type:
CENTRAL ADMINISTRATION/ADMINISTRATIVE ASSISTANT II

Date Posted:
8/13/2025

Location:
Moore Middle School

Date Available:
ASAP

Closing Date:
Open until filled

TITLE:Lead Administrative Assistant (Full Year) - Moore Middle

POSITION OVERVIEW:

Moore Middle School is looking for an energetic, skillful Lead Administrative Assistant to join our team and support the important work of a busy school office. Under the leadership of the school principal, this person will perform varied organizational, office, and secretarial work. After familiarization with terminology, procedures, and regulations, the successful candidate will be asked to exercise initiative by performing and following through independently on a variety of matters that require a strong understanding of the school and district as a whole. This position works collaboratively with students, teachers, and families to create a productive and welcoming office and school environment. This is a full-time, year-round position.

ESSENTIAL JOB DUTIES:

Performs various administrative and secretarial duties necessary to assist smooth functioning of Moore Middle School
Answers a large volume of telephone calls and inquiries, from families and staff in an effort to resolve issues and/or takes messages, for appropriate supervisors and staff
Sets up and maintains administrative and confidential files
Prepares written materials from drafts, verbal instructions or independently
Creates and assembles materials and data for meetings
Maintains and follows up on correspondence controls assigned, due dates, reviewers, and signatures
Maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files
Supports the enrollment process and tracking of required paperwork
Maintains and inventories all supplies for the office & classrooms
Manages timesheets and leave forms and/or posts payroll
Arranges for equipment service
Processes and assembles confidential files
Manages building use requests in collaboration with school leaders and custodial staff
Runs and balances the student activities account with oversight from school leaders
Along with the school principal, sets up yearly school budget and tracks and maintains throughout the year
Processes/sends invoices, manages reimbursements, and performs other financial tasks
Creates classes and schedules
Coordinates substitute coverage for teachers and ed techs
Provides support to Student Support Services as needed
Helps to schedule and facilitate school events such as picture day, graduation, etc.
Acts as back-up to front office secretary as needed, including managing attendance
Requests transportation for school trips as needed
Performs related duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to communicate effectively
Ability to prioritize and multitask and work independently
Considerable knowledge of business English, general vocabulary, spelling, and math
Working knowledge of administrative procedures
Working knowledge of modern office practices and procedures
Ability to provide timely and accurate office support services to staff, compose routine office correspondence, setup and maintain office files, and manage office support services
Ability to learn new software programs quickly and efficiently
Working knowledge of Google Workplace applications such as Docs, Sheets, and Gmail

EDUCATION, TRAINING, AND EXPERIENCE:

High School or GED diploma required
At least one year experience in performing responsible clerical and secretarial work in a busy office environment
Other combinations of education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered

CREDENTIAL REQUIREMENTS:

Maine State fingerprint (CHRC) authorization (more info)

EMPLOYMENT DETAILS:

Year-round position
Permanent
Full Time, 1.0 FTE
Hourly pay
Eligible for overtime
Covered under the BASE contract (see 2023-2026 CBA here)
Wage range: $27.00-$37.02 (wage determined based on experience, as outlined in CBA)
Eligible for benefits as outlined here

ABOUT MOORE:

Lyman Moore Middle School is one of three middle schools serving the diverse and amazing student population in Portland. At Moore we believe that each individual brings skills, talents, and gifts to our community. When we learn to put these skills, talents, and gifts together we are able to accomplish more as a community. So, you are Moore, and we are MOORE TOGETHER.

Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

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