Administrative Specialists


Athletics - Administrative Specialist

QUALIFICATIONS

Education/Certification

Associate degree or equivalent work experience.  Hold a valid State of Maine Criminal History Records Check Approval.
      

Special Knowledge/Skills:

Experience

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.
      

REPORTS TO

Athletic Administrator

JOB GOAL

To assist the Athletic Administrator with tasks necessary for the efficient operation of the athletic office and school.
      

PERFORMANCE RESPONSIBILITIES:



EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, fax and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands:

Calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions:

Inside, working around moving objects, working alone


TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Athletic Administrator will perform the evaluation.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

March 13, 2007

Revised:

May 13, 2025

CEHS Bookkeeper - Administrative Specialist

QUALIFICATIONS:


Education/Certification:

Associate Degree or equivalent work experience in accounting/finance. Hold a valid State of Maine Criminal History Records Check Approval.

Special Knowledge/Skills:

Experience:

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO:

High School Principal and Assistant Principals

JOB GOAL:


To provide the Principal, Department Heads, and CESD Staff financial information necessary for the efficient operation of the school, work and negotiate with suppliers to 
purchase goods and services for the school on behalf of the staff, maintain accurate financial records and provide reconciliation of financial records.

PERFORMANCE RESPONSIBILITIES:


EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands:

calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands:

sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions:

inside, working around moving objects, working alone

TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The High School Principal will perform the evaluation.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved

March 13, 2007

Revised:

May 13, 2025

CEHS Main Office - Administrative Specialist

 

QUALIFICATIONS

Education/Certification:

Associate degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval.

Special Knowledge/Skills:

Experience:

Demonstrated aptitude or competence for successful fulfillments of assigned performance responsibilities.

REPORTS TO:

CEHS Principal & Co-Assistant Principals

JOB GOAL:

To assist the Principal & the Co-Assistant Principals with tasks necessary for the e?cient operation of the school.

PERFORMANCE RESPONSIBILITIES:


EQUIPMENT UTILIZATION

Laptop computer, copier with printing, scan, and fax operations, mailing system machine, and other general office equipment

WORKING CONDITIONS

Mental Demands

Calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, and presenting

Physical Demands

Sitting, standing, climbing stairs, adjusting, connecting, lifting (up to 25lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions

Inside, and comfortable working alone

TERMS OF EMPLOYMENT:

Wages and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The principal will perform the evaluation.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: 

March 13, 2007

Revised:

May 13, 2025

CEHS Registrar - Administrative Specialist

 

QUALIFICATIONS

Education/Certification


Associate’s degree or equivalent work experience required. Bachelor's degree preferred. Hold a valid State of Maine Criminal History Records Check (CHRC) approval.


Special Knowledge/Skills:



Experience:


Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO

High School Principal and Assistant Principals

JOB OVERVIEW:


The Cape Elizabeth High School Registrar is responsible for creating the framework for teacher assignments and scheduled classes, managing and maintaining student records, ensuring compliance with State and Federal regulations, and providing essential support to students, families and staff regarding enrollment, transcripts and graduation requirements. The role requires strong organizational skills, attention to detail and excellent communication abilities to ensure smooth administrative operations within the school.




PERFORMANCE RESPONSIBILITIES:


Access Control:



Student Records & Data Management:



Enrollment & Graduation Support:



Communication & Customer Service:




Administrative & Compliance Duties:



EQUIPMENT USED:


Computer, printer, calculator, telephone, copy machine, facsimile software, and other pieces of general office equipment.

WORKING CONDITIONS:


Mental Demands:

Access control, emotional, calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting.

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (up to 25lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment.

Environmental Conditions: 

Inside, no access to sunlight, working around moving objects, working alone.

TERMS OF EMPLOYMENT:


Wages and work year will be in accordance with the negotiated collective bargaining agreement.

EVALUATION:


The basis of the evaluation will be the extent to which the performance responsibilities of the job overview are met. The High School Principal will perform the evaluation.

NOTE


The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved

March 13, 2007

Revised:

May 13, 2025

CEMS Registrar/Main Office - Administrative Specialist

 

QUALIFICATIONS


Education/Certification: 

Associate’s degree or equivalent work experience required. Bachelor's degree preferred. Hold a valid State of Maine Criminal History Records Check (CHRC) approval.

Special Knowledge/Skills:

Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below:

Experience:

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO  

Middle School Principal and Assistant Principal (AP)

JOB GOAL

To assist the Principal & Assistant Principal with tasks necessary for the efficient operation of the school. The role requires strong organizational skills, task prioritization, attention to detail and excellent communication abilities to ensure smooth administrative operations.

PERFORMANCE RESPONSIBILITIES


Daily Tasks:

Registrar/School Records:


EQUIPMENT USED


Laptop computer, security camera system with doorbell, radio, printer, telephone, copier with printing, scan and fax operations, laminator, and other pieces of general office equipment.


WORKING CONDITIONS


Mental Demands:

Communicating, calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting.

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (up to 25lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment.

Environmental Conditions:

Indoors, working in a busy environment, comfortable working alone.

TERMS OF EMPLOYMENT


Wages and work year will be in accordance with the negotiated collective bargaining agreement.

EVALUATION


The basis of the evaluation will be the extent to which the performance responsibilities of the job overview are met. The Middle School Principal will perform the evaluation.

NOTE:

The above job description reflects the general requirement necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: 

March 13, 2007

Approved:

May 13, 2025

CEMS Bookkeeper - Administrative Specialist

 

QUALIFICATIONS


Education/Certification:

Associate Degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval.

Special Knowledge/Skills:


Experience:

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO

Middle School Principal and Assistant Principal

JOB GOAL


To provide the Principal financial information necessary for the efficient operation of the school, work and negotiate with suppliers to purchase goods and services for the school on behalf of the staff, maintain accurate financial records and provide reconciliation of financial records. To assist the Principal with tasks necessary for the efficient operation of the school. 



PERFORMANCE RESPONSIBILITIES


I. Provides Registrar/CEMS Main Office Administrative Specialist with Reception Support:  

II. Budget and Bookkeeping Work: General accounting of school checking account, student activities account, school credit card and school’s town budget account. Inclusive of maintaining accurate and complete receipts and records, review and authorization of payments, reconcile credit card and all accounts.

III. Communication: 

IV. Daily: 


V. General: 


VI. School Records: 

VII.    Annually:

VIII.    Performs other duties as assigned by the Principal and Assistant Principal.


EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands:

Calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions:

Inside, working around moving objects, working alone

TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Middle School Principal will perform the evaluation.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

March 13, 2007

Revised:

May 13, 2025

PCES Bookkeeper - Administrative Specialist

QUALIFICATIONS


Education/Certification:

Associate Degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval.

Special Knowledge/Skills:

Experience: 

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO:

Pond Cove Principal and Assistant Principal

JOB GOAL:

To assist the School Administration with tasks necessary for the efficient operation of the school.

PERFORMANCE RESPONSIBILITIES:

  1. Works in cooperation with all Administrative Specialists to act as the first line of defense, prioritizing the security and safety of the students, staff and visitors, and ensuring that only authorized individuals are allowed access into the school building.
  2. Provides budgetary support to the Principal.  Manages individual staff budgets, orders supplies, and manages all incoming deliveries.  Tracks all expenditures, and communicates with staff when necessary regarding budgeting procedures.  Handles all purchasing and invoices for Pond Cove, and works closely with the Business Office staff personally and via software program to process payments.   Manages a school bank account. Assists staff with professional development procedures.
  3. Jointly, provides secretarial support to the building administrators.
  4. Jointly, maintains all school records for five grades (K-4 and incoming Kindergarten from January to June), including physical cumulative files, electronic files, and administrative files.
  5. Jointly, maintains class lists for each school year across multiple platforms.
  6. Jointly, updates school schedule and calendar as needed across multiple platforms.
  7. Jointly, coordinates and communicates dismissal of all students daily. Communicates with the transportation department regarding any relevant bus issues/updates during the day as well as to drivers en route by radio.  Uses transportation software to track student location.
  8. Jointly, works closely with Community Services to help facilitate their afterschool programs.
  9. Jointly, answers phones and responds to all requests by teachers, parents, and students.
  10. Jointly, greets and assists all people entering the building.
  11. Jointly, assists teachers, staff, and administrators with technology, custodial, and maintenance requests, communicating with multiple departments as needed.
  12. Jointly, communicates with parents by multiple means (message app, phone, email) regarding daily student needs, school events, schedule updates, and any other necessary information.
  13. When necessary, jointly acts as liaison between staff, parents, general public and the School Administration.
  14. Jointly, records daily student attendance, following up with phone calls to parents, if necessary.
  15. Jointly, distributes interoffice and general mail.
  16. Jointly, performs other duties as assigned by the School Administration.

EQUIPMENT USED:

Computer, printer, calculator, telephone, inter-school intercom, copy machine, laminator, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands:

Calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting.

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs), bending, typing, pulling, pushing, carrying, writing, walking, operating equipment.

Environmental Conditions:

Inside, working around moving objects, working alone.

TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Pond Cove Principal will perform the evaluation.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: 

March 13, 2007

Revised: 

May 13, 2025

PCES Registrar - Administrative Specialist

QUALIFICATIONS

Education/Certification:

Associate Degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 

Special Knowledge/Skills: 

Experience:

Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities. 

REPORTS TO:

Pond Cove Principal and Assistant Principal 

JOB GOAL:

To assist School Administration with tasks necessary for the efficient operation of the school. 

PERFORMANCE RESPONSIBILITIES: 

  1. Works in cooperation with all Administrative Specialists to act as the first line of defense, prioritizing the security and safety of the students, staff and visitors, and ensuring that only authorized individuals are allowed access into the school building.
  2. Provides secretarial support to the building administrators. 
  3. Enrolls new students; reviews and approves all registration forms for incoming students on a rolling basis, and for full incoming Kindergarten class from January through August.
  4. Handles transfer of students into and out of the district; contacts other schools, prepares records for transfer, communicates all relevant information to staff and administration. 
  5. Maintains all school records for five grades (K-4 and incoming Kindergarten from January to June), including physical cumulative files, electronic files, and administrative files. 
  6. Creates and maintains class lists for each school year across multiple platforms. 
  7. Provides support to the budget process. 
  8. Updates school schedule and calendar as needed across multiple platforms. 
  9. Coordinates and communicates dismissal of all students daily, and communicates with the transportation department regarding any relevant bus issues/updates. 
  10. Answers phones and responds to all requests by teachers, parents, and students. XI. Greets and assists all people entering the building. 
  11. Secures substitutes for all teaching staff, communicates daily staff absences, and arranges internal coverage for all absent staff responsibilities. 
  12. Orders supplies for staff. 
  13. Assists teachers, staff, and administrators with technology, custodial, and maintenance requests, communicating with multiple departments as needed. 
  14. Communicates with parents by multiple means (message app, phone, email) regarding daily student needs, school events, schedule updates, and any other necessary information. 
  15. When necessary, acts as liaison between staff, parents, general public and the Principal. 
  16. Records daily student attendance, following up with phone calls to parents, if necessary. 
  17. Distributes interoffice and general mail. 
  18. Performs other duties as assigned by the School Administration. 

EQUIPMENT USED:

Computer, printer, calculator, telephone, inter-school intercom, copy machine, laminator,and other pieces of general office equipment. 

WORKING CONDITIONS: 

Mental Demands:

Calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting. 

Physical Demands:

Sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs), bending, typing, pulling, pushing, carrying, writing, walking, operating equipment. 

Environmental Conditions: 

Inside, working around moving objects, working alone.

TERMS OF EMPLOYMENT: 

Salary and work year in accordance with negotiated collective bargaining agreement. EVALUATION: 
The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Pond Cove Principal will perform the evaluation. 

NOTE: 

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future. 

School Board Approved

March 13, 2007

Revised

May 13, 2025

Administrative Support to District Health Department - Secretary/Health Aide

TITLE: Administrative Support to District Health Department - Secretary/Health Aide

QUALIFICATIONS:

Education/Certification:

  1. Associate degree or equivalent work experience.

  2. Emergency Medical Technician license.

  3. Hold a valid state of Maine Criminal History Record Check (CHRC) approval.

Special Knowledge/Skills:

  1. Knowledge, understanding, and demonstrated aptitude or competence in the performance responsibilities listed below.

  2. Must possess strong organizational skills as well as the ability to handle multiple projects professionally.

  3. Training, skills, and demeanor necessary to respond professionally and calmly as a first responder in emergency health situations until the arrival of other medical personnel.

  4. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.

  5. Demonstrated computer skills.

  6. Must be team oriented with excellent interpersonal and communication skills.

  7. Must be willing to participate in ongoing in-service training as requested.

  8. Must maintain a high level of ethical behavior and confidentiality of information as required by law.

Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO: School nurses and building administrators. High School Principal is the primary evaluator and supervisor. 

JOB GOALS:

To assist the District Nurses and school administrators with tasks necessary for the efficient operation of the school.

PERFORMANCE RESPONSIBILITIES: 

  1. Provides school nurses with secretarial support.

  2. Act as receptionist for High School Health Office and Middle School/Pond Cove Health Office when present at those offices.

  3. Assist with maintenance of supplies and equipment; necessary communication and record keeping regarding ordering and inventorying of supplies.

  4. Office record keeping, filing, and correspondence with parents, students, and others.

  5. Maintenance of student medical records for the district.

  6. Preparation of Health Department budget in consultation with school nurses and building administrators.

  7. Preparation and submission of state reports for student immunizations, hearing, vision, and scoliosis, and other state reports that may be required in the future.

  8. Medical care for students at the High School and Middle School on first responder basis when present at those schools. 

  9. Hearing and vision testing for high school students.

  10. Substitute teacher calling.

  11. Screening and organization of mail for High School health office and Middle School health office when present at that school.

  12. Shares summer coverage as scheduled.

  13. Assists Main Office secretaries to the extent time permits and needs of school requires.

  14. Performs other duties as assigned by the school nurses or building administrators.

EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.


WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting, responding effectively in emergency situations

Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifing (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions: inside, working around moving objects, working alone


TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.


EVALUATION:  

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The High School Principal will perform the evaluation.


NOTE: 

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

 

School Board Approved:  Draft February 2007

 

Administrative Support to Middle School Guidance Department

TITLE: Administrative Support to Middle School Guidance Department

QUALIFICATIONS:

Education/Certification:

  1. Associate degree or equivalent work experience.

  2. Hold a valid state of Maine Criminal History Record Check (CHRC) approval.Special Knowledge/Skills:

  1. Knowledge, understanding, and demonstrated aptitude or competence in the performance responsibilities listed below.

  2. Must possess strong organizational skills as well as the ability to handle multiple projects professionally.

  3. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.

  4. Demonstrated computer skills.

  5. Must be team oriented with excellent interpersonal and communication skills.

  6. Must be willing to participate in ongoing in-service training as requested.

  7. Must maintain a high level of ethical behavior and confidentiality of information as required by law.

Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO: Middle School Guidance Counselors and Middle School Principal

JOB GOALS:

To assist the Guidance Counselors and Principal with tasks necessary for the efficient operation of the school.

PERFORMANCE RESPONSIBILITIES: 

  1. Provides administrative secretarial support for Guidance Counselors.

  2. Prepare guidance budget.

  3. Maintains the student cumulative files.

  4. Registers new students.

  5. Answers phones and requests for teachers, parents, students.

  6. Prepares and maintains schedules for staff/students.

  7. Orders guidance supplies.

  8. Prepares and maintains progress reports and report cards.

  9. Assists teachers, staff, and administrators with PowerSchool/Powergrade questions.

  10. Contact for technical PowerSchool support.

  11. Performs other duties as assigned by the Guidance Counselors and Principal.

EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifing (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment

Environmental Conditions: inside, working around moving objects, working alone

TERMS OF EMPLOYMENT:

Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION:  

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Principal will perform the evaluation in consultation with the Principal.

NOTE: 

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:  Draft January 17, 2007