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Longfellow Elementary School (learn more)

Portland Public Schools

Portland, ME (map)

Job Details

  • Job ID: 4278715
  • Application Deadline: June 9, 2023
  • Posted: May 26, 2023

Job Description

SUMMARY DESCRIPTION: Longfellow Elementary School is looking for an energetic administrative assistant to work in a busy school office part-time on a school year schedule.  With support from the principal, the successful candidates will perform varied organizational, office, and secretarial work.  After familiarization with the work, terminology and procedures, the successful candidates will be asked to exercise initiative by performing and following through independently on a variety of matters requiring an understanding of the school and district.  The positions work collaboratively with students, teachers, and families to create a productive and welcoming office and school environment.  

  • Performs various administrative and secretarial duties necessary to assist smooth functioning of the 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
  • Arranges meetings, conference calls, and trainings and coordinates schedules for school administration.
  • 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.
  • Maintains and inventories all supplies for the office & classrooms.
  • Collects & processes timesheets and leave forms and/or posts payroll
  • Arranges for equipment service.
  • Processes and assembles confidential files.
  • Runs and balances the student activities account with oversight from school leaders. 
  • Keep unit accounts using manual or computerized recordkeeping systems.
  • Coordinates substitute coverage for teachers and ed techs
  • Performs related duties as assigned.
  • 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.
  • 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.
  • Position Type: Part-time
  • Job Category: Support Staff > Administrative Assistant
  • Employer Description

    Maine’s largest school system has 10 elementary schools, three middle schools
    and four high schools serving nearly 7,000 students in kindergarten through grade 12
    and about 4,700 adult learners.

    The district takes full advantage of its location in a vibrant city with a thriving arts life. Schools draw on the resources offered by museums, theaters, local businesses and the city’s colleges and universities.

    Portland has a highly trained teaching staff. Many teachers hold advanced degrees. All of the district's teachers continue their education by pursuing professional development activities on a regular basis.

    The district provides technology to support instruction, including laptops for each student in grades seven through 12 and wireless access at all schools.

    Volunteers, parent-teacher organizations and businesses donate generously of their time and money to the district – an estimated 100,000 hours per year.

    Graduates of the Portland Public Schools attend the country’s top colleges and universities. See for colleges attended by recent graduates.

    The Portland Public Schools gives parents an array of program choices. The district as one of the first in the country to offer project-based Expeditionary Learning from kindergarten through 12th grade.

    High school students have access to one of the broadest selections of Advanced Placement courses in Maine. Qualified high school students may take up to two college courses with tuition paid by the state. A regional arts and technology high school provides hands-on courses in growth fields such as health care, robotics and “green” construction.

    More than 60 languages are spoken by students attending the Portland Public Schools. Multilingual students represent about a quarter of the district’s enrollment. The district’s diversity prepares all students for their roles as world citizens.

    Portland residents can pursue lifelong learning and professional success through the academic, jobs skills and enrichment courses offered by Portland Adult Education.

    Most of Portland’s middle and high school students participate actively in co-curricular activities such as athletics, drama, music and service clubs. Portland students regularly excel in academic and athletic competitions at the regional, state and even national level.

    See a list of recent honors, awards and recognition for the Portland Public Schools at: Join Portland ME Public Schools on Facebook. A focus on service learning-- connecting the schools to the wider community—results in students undertaking many projects that benefit greater Portland. Learn more about us...

    Equal Opportunity Employer

    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 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.

    Contact Information

    • Barbara Stoddard, HR Director
    • 353 Cumberland Ave
    • Portland, Maine 04101

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