Administrative Specialists

• Athletics - Administrative Specialist
• CEHS Bookkeeper - Administrative Specialist
• CEHS Main Office - Administrative Specialist
• CEHS Registrar - Administrative Specialist
• CEMS Registrar/Main Office - Administrative Specialist
• CEMS Bookkeeper - Administrative Specialist
• PCES Bookkeeper - Administrative Specialist
• PCES Registrar - Administrative Specialist

Athletics - Administrative Specialist

QUALIFICATIONS

Education/Certification: 

Special Knowledge/Skills:

• Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
• Must maintain strong attention to detail.
• Demonstrated ability to exercise independent judgement, prioritize tasks and work independently with a high degree of accuracy.
• Demonstrated computer skills.
• Must be team oriented with excellent interpersonal and communication skills.
• Must be willing to participate in ongoing in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law.

Experience: 

REPORTS TO: 

JOB GOAL: 

PERFORMANCE RESPONSIBILITIES:

• 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.
• Provides administrative support to the Athletic Administrator.
• Managing the daily operations of athletic events ie; schedules, transportation, assignor’s, official’s, coaches, student athletes.
• Building, maintaining, and updating the online scheduling software - SchoolToday (RST)
• Entering all high school and middle school schedules into RST.
• Communications and maintenance of records concerning details of all athletic events.
• Scheduling of timers, scorekeepers and announcers for all home contests and maintaining records regarding that schedule.
• Calculating and processing the payment for all home game workers at the end of each season (sent to the Business Office for payment) 
• Coordinating, calculating and scheduling transportation with the Transportation Dept. for all offsite events and/or practices.
• Communicating and coordinating events with the Facilities Dept. for indoor and outdoor events.
• Communicating and coordinating with the Public Works Dept. for outdoor events (mowing, prepping and lining of fields etc.).
• Communicating and coordinating with Assignors for each sport: submitting schedules etc.
• Confirming and ensuring each home event has “officials” on a daily basis.
• Understanding and utilizing the “Arbiter” site, printing “officials” payment vouchers as well as processing payment vouchers via “Arbiter Pay”
• Entering, updating and submitting the requested and required information into the MPA site as well as using “Jot Forms”.
• Preparing and updating rosters of all sports teams.
• Communicating with new coaches re: background checks, fingerprinting and MPA requirements as well as keeping track of renewal dates etc.
• Communicating with and coordinating with the Business Office:
  • Onboarding new coaches - required paperwork (with HR)
  • Coaching staff lists for each season (shared spreadsheet)
  • Coaching staff payroll (Payroll Specialist)
  • Stipend amounts (Payroll Specialist)
  • Booster funded coaching staff - acquiring funds from each booster group
• Manage, maintain, update & print end of season certificates and WMC certificates for each team
• Assists in the backup of the Main Office when needed
• Maintain Office Equipment
• Performs other duties as assigned by the Athletic Administrator.

EQUIPMENT USED:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions:

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE:

School Board Approved:

Revised:

CEHS Bookkeeper - Administrative Specialist

QUALIFICATIONS:

Education/Certification:

Special Knowledge/Skills:

• Must be team oriented with excellent interpersonal and communication skills.
• Knowledge, understanding, and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
• Demonstrated ability to exercise independent judgment, prioritize tasks, and work independently with a high degree of accuracy.
• Demonstrated computer skills.
• Knowledge and experience with QuickBooks, ERP (Tyler Technologies), PowerSchool, Microsoft Office, Google Suite
• Experience with or knowledge of accounting principles, including the recording and measurement of financial transactions
• Experience analyzing and the reconciliation of financial records or bank statements.
• Skill in or experience with managing budgets.
• Must be willing to participate in ongoing in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law.

Experience:

REPORTS TO:

JOB GOAL:

PERFORMANCE RESPONSIBILITIES:

• 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.
• 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
• Work with staff in the purchasing of necessary school supplies in a timely and efficient manner
• Communicate with families, students, CESD staff regarding the assessment of school fees and the subsequent collection of funds due
• Communicate with vendors regarding ordering, delivery and any billing concerns
• Prepare and provide budget reports for department heads
• Maintain office equipment.
• Prepare documents and organize administrative functions as they relate to graduation and opening of school and provides support for graduation tasks
• Updates the school database as needed
• General receptionist duties.
• Assists faculty, parents, and students with questions and requests.
• Assists registrar/scheduling/attendance specialists with duties as needed
• Assists counseling personnel with testing and other duties as assigned
• Performs other duties as assigned by the School Administration.

EQUIPMENT USED:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions:

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE:

School Board Approved: 

Revised:

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:

REPORTS TO:

JOB GOAL:

PERFORMANCE RESPONSIBILITIES:

• 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.
• Provide administrative specialist support
• Prepare all attendance reports for the Co-Assistant Principals
• Monitor the daily and per period attendance using PowerSchool
• Send daily skip reports to teachers and students
• Assign & monitor locker distribution
• Order & maintain the inventory of school supplies
• Maintain office equipment
• Assists faculty, parents, and students with questions and requests
• Create and send Daily Announcements to parents, students, and staff via the preferred platform
• Compile student attendance data via phone calls/message, email, eNote (a PowerSchool customization) & handwritten note collection
• Provide support for graduation committee tasks
• Maintain the main conference room schedule via Google Calendar
• Answers phone and respond to all requests by teachers, parents, and students
• Complete tardy and dismissal slips to students as needed
• Greet and assist all people entering the building
• Distribute incoming U.S. mail
• Perform other duties as assigned by the Principal & the Co-Assistant Principals

EQUIPMENT UTILIZATION: 

WORKING CONDITIONS

Mental Demands

Physical Demands

Environmental Conditions

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE:

School Board Approved: 

Revised:

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:

• Must be team oriented with excellent interpersonal and communication skills and the ability to interact professionally with students, families and staff.
• Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills and attention to detail, as well as the ability to professionally handle multiple projects simultaneously.
• Experience in school administration, student records management, or a related field.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Demonstrated computer skills with a strong proficiency in student information systems and Microsoft Office Suite.
• Must be willing to participate in ongoing, in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law, including FERPA.

Experience:

REPORTS TO: 

JOB OVERVIEW:

PERFORMANCE RESPONSIBILITIES:

Access Control:

Student Records & Data Management:

• Maintain accurate and confidential student records, including enrollment, grades and transcripts.
• Process new student enrollments, transfers, and withdrawals while ensuring proper documentation and compliance with school policies.
• Manage student information in the school database (i.e., PowerSchool) and generate reports as needed.
• Ensure compliance with FERPA (Family Educational Rights and Privacy Act) and other privacy requirements when processing student data.
• Handle functions related to production and distribution of student schedules at the beginning, middle and end of the school year.
• Confirms funding and prepares check requests and correspondence related to student scholarship awards.
• Prepare, organize and send transcripts, records and other documentation related to college and post-secondary applications for students.

Enrollment & Graduation Support:

• Assist students and families with the enrollment process, including verifying residency and required documentation.
• Coordinate and process transcript requests for current students, alumni, scholarships and college applications.
• Work closely with school counselors and administrators to ensure students meet all graduation and credit requirements.
• Organize and advertise available scholarship opportunities for students.

Communication & Customer Service:

• Serve as a primary point of contact for students, parents and staff regarding records, enrollment and scheduling.
• Provide support and guidance to families navigating the enrollment or transfer process.
• Collaborate with teachers, counselors and administration to provide timely and accurate student data.

Administrative & Compliance Duties:

• Prepare state and federal reports related to student enrollment and academic progress and submit them to the Office of the Superintendent for certification and submission.
• Prepares Program of Studies to be submitted to the Office of the Superintendent.
• Use PowerScheduler and the Program of Studies to create student course selection and the master schedule, in consultation with school counselors, administrators and technology department personnel.
• Assist school counselors with student scheduling and registration for courses, ensuring proper class placement.
• Coordinate standardized testing data and student records related to assessments.
• Assist Performs other duties as assigned by the High School Principal and Assistant Principals 
• Assist the Director of Athletics by providing student data for All-Academic Team Honors.
• Organize all aspects of the Maroon Medal Society.
• Initiate and organize theme-based activities (i.e., Military Exploration Day, Trades Day) to expand the possibilities for post-secondary opportunities.

EQUIPMENT USED:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions: 

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE

School Board Approved: 

Revised:

CEMS Registrar/Main Office - Administrative Specialist

 

QUALIFICATIONS

Education/Certification: 

Special Knowledge/Skills:

• Must be team oriented with excellent interpersonal and communication skills and the ability to interact professionally with students, families and staff.
• Must possess strong organizational skills and attention to detail, as well as the ability to professionally handle multiple projects simultaneously.
• Experience in school administration, student records management, or a related field.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Ensure security/ safety of the building and its occupants.
• Demonstrated computer skills with a strong proficiency in student information systems and Microsoft Office Suite.
• Must be willing to participate in ongoing, in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law, including FERPA.

Experience:

REPORTS TO  

JOB GOAL

PERFORMANCE RESPONSIBILITIES

Daily Tasks:

• Work 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.
• Greet all visitors, students, staff, and assist with any questions or requests.
• Facilitate any sign ins/ or sign outs of visitors and students.
• Answer all phone calls and emails and distribute them as needed.
• Monitor all doors/ entrances and supervise cameras.
• Point of contact to facilitate custodial or maintenance requests.
• Support with daily coverage needs.
• Filter through all calls, emails and school database notes to complete tardy and dismissal slips as requested.
• Update and maintain daily attendance records so coding is correct in the school database, and complete parent outreach as necessary. 
• Assist AP with attendance reports and adding to NEO reports. 
• Provide daily attendance summary and announcements to CEMS Staff.
• Update and maintain school calendars. 
• Assist in supervision of students sent to the office.

Registrar/School Records:

• Maintain accurate and confidential student records, including enrollment, grades and transcripts.
• Process new student enrollments, transfers, and withdrawals while ensuring proper documentation and compliance with school policies.
• Manages transfer and transition of students and records out of CEMS.
• Manage student information in the school database (i.e., PowerSchool) and generate reports as needed.
• Coordinate and process transcript requests for school applications.
• Serve as a primary point of contact for students, parents and staff regarding records and transcript requests.
• Ensure compliance with FERPA (Family Educational Rights and Privacy Act) and other privacy requirements when processing student data.
• Assist students and families with the enrollment process, including verifying residency and required documentation.
• Maintain student class lists in the school database.
• Prepare and maintain progress reports and report cards. Including storing grades. 
• Perform weekly student attendance audits.
• Assist teachers and staff with school database questions.
• Handle functions related to production and distribution of student schedules throughout the school year.
• Assist school counselors with student scheduling and registration for courses, ensuring accurate placement in the school database.
• Assist in creation of placement spreadsheets with student lists.
• Update and maintain student demographic information in the school database at the beginning of each year.
• Maintain student cumulative files.
• Update school database when IEP/504 plans change.
• Assist in maintenance of student behavior records. 
• Coordinate and group tickets for distribution regarding standardized testing and assessments.
• Perform other duties and projects as assigned by the Principal and Assistant Principal.

EQUIPMENT USED

WORKING CONDITIONS

Mental Demands:

Physical Demands:

Environmental Conditions:

TERMS OF EMPLOYMENT

EVALUATION

NOTE:

School Board Approved: 

Approved:

CEMS Bookkeeper - Administrative Specialist

 

QUALIFICATIONS

Education/Certification:

Special Knowledge/Skills:

• Must be team oriented with excellent interpersonal and communication skills.
• Knowledge, understanding, and demonstrated aptitude or competence in the
• performance responsibilities listed below.
• Must possess strong organizational skills as well as the ability to handle multiple
• projects professionally.
• Demonstrated ability to exercise independent judgment, prioritize tasks, and work
• independently with a high degree of accuracy.
• Demonstrated computer skills.
• Knowledge and experience with Quickbooks and ERP (Tyler Technologies) software, PowerSchool, S’More, Frontline, Google Suite
• Experience with or knowledge of accounting principles, including the recording and measurement of financial transactions
• Experience analyzing and the reconciliation of financial records or bank statements.
• Skill in or experience with managing budgets.
• Must be willing to participate in ongoing in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as
• required by law.

Experience:

REPORTS TO

JOB GOAL

PERFORMANCE RESPONSIBILITIES

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

• 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.
• Greeting Visitors, Students, Staff when Registrar/CEMS Main Office Administrative Specialist is not available
• Facilitating Sign In and Distributing Visitor ID Badges when Registrar/CEMS Main Office Administrative Specialist is not available
• Answering Phone Calls and taking messages when Registrar/CEMS Main Office Administrative Specialist is not available
• Assists with filtering through Voicemails and following up with the people who need to know
• Assists with monitoring the front door and supervision of cameras at CEMS

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.

• Managing School Budgets, annual collection of details for a CEMS needs based budget with Principal
• Purchasing of necessary school supplies and material in a timely and efficient manner
• Creating and managing Purchase Orders and Check Requests
• Assessing and tracking student fees, including Athletic Fees and Field Trip Fees
• Tracking Credit Card Transactions and maintaining documentation of payments
• Requesting W9’s and Tax Exemption Status from Vendors
• Communicate with vendors regarding ordering, delivery and any billing concerns
• Maintaining/bookkeeping of CEMS student activity account, going to bank to make deposits, reconciliations of student activities accounts
• Support staff with registration for conferences and Professional Development

III. Communication: 

• Writing Newsletters and Other Communication to Parents and Staff
• Managing the CEMS Website with IT
• Working With MSPA
• Working with CEEF

IV. Daily: 

• Managing all school calendars
• Fulfill CEMS staff supply requests
• Assisting AP in managing staff absences and substitutes including working with Substitutes - Checking In, Giving Instructions, helping manage Frontline
• Sorting/Distributing Mail and Distributing Delivered items

V. General: 

• Assisting Principal and Assistant Principal With Their Duties - Managing their Calendars
• Assisting in Supervision of Students in the Office

VI. School Records: 

• Maintaining Student Class Lists in PowerSchool and for Principal and Staff Use
• Assist Registrar/CEMS Main Office Administrative Specialist with updating student PowerSchool demographic information at the beginning of every year
• Assist Registrar/CEMS Main Office Administrative Specialist with the maintenance of student behavior records
• Assist Registrar/CEMS Main Office Administrative Specialist with maintaining the student cumulative files. 

VII.    Annually:

• Create placement spreadsheets with current student lists for student placement
• Distribute beginning of school year supplies/orders to staff
• Scheduling School Photos
• Planning Beginning and End of year Staff Luncheons and throughout year Staff events
• Update Staff Birthdays on calendar
• Update staff lists including phone lists and email lists

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

EQUIPMENT USED:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions:

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE:

School Board Approved:

March 13, 2007

Revised:

PCES Bookkeeper - Administrative Specialist

QUALIFICATIONS

Education/Certification:

Special Knowledge/Skills:

• Knowledge, understanding, and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
• Demonstrated ability to exercise independent judgment, prioritize tasks, and work independently with a high degree of accuracy.
• Demonstrated computer skills.
• Must be team oriented with excellent interpersonal and communication skills.
• Must be willing to participate in ongoing in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law.

Experience: 

REPORTS TO:

JOB GOAL:

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:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions:

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE:

School Board Approved: 

Revised: 

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: 

• Knowledge, understanding, and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills as well as the ability to handle multiple projects professionally. 
• Demonstrated ability to exercise independent judgment, prioritize tasks, and work independently with a high degree of accuracy. 
• Demonstrated computer skills. 
• Must be team oriented with excellent interpersonal and communication skills. 
• Must be willing to participate in ongoing in-service training as requested. 
• Must maintain a high level of ethical behavior and confidentiality of information as required by law. 

Experience:

REPORTS TO:

JOB GOAL:

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:

WORKING CONDITIONS: 

Mental Demands:

Physical Demands:

Environmental Conditions: 

TERMS OF EMPLOYMENT: 

NOTE: 

School Board Approved

Revised