2018-2019 Administrative Assistant

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2018-2019 Administrative Assistant

Posted date
May 16, 2018
School level

Oakland, CA

Employment Type

Administrative Assistant I

Under the direction of the Head of School the Administrative Assistant performs a variety of responsible clerical and operations duties to support the school of assignment.
Exempt: No. For the administrative exemption, employees must have a primary duty of performing office or nonmanual work directly related to the management or general business operations of the employer or the employer's customers, and their primary duty must include the exercise of discretion and independent judgment with respect to matters of significance.

Essential Job Functions:

Front Desk
*Secures reception area by registering students, staff, and school visitors upon entering building.
*Gives tours of school and provides detailed information about the school upon request.
*Answers phones, directs calls, records and conveys messages, receives questions and concerns of families and staff.
*Assists with office calendar, arranges appointments for Head of School.
*Receives and checks incoming mail and packages and distributes as necessary.
*Assists Head of School in managing parent and staff complaints.
*Supplies and processes forms for students and families.
*Maintains high standards of professionalism in all aspects of the job.

*Contacts families regarding absent students, and organizes pickup of student work.
*Tracks student daily attendance using PowerSchool.
*Tracks student attendance and tardiness for purposes of truancy identification.
*Implements school enrollment policies including distribution, collection, and organization of enrollment applications.
*Maintains and ensures up-to-date and organized enrollment records in compliance with school, district, and state policy. Manages waitlist and enrollment lists.

*Communicates school policies, processes, and functions to students, families, and school staff through written memo and oral advice.
*Notifies teachers of schedule changes (intervention cancellation, etc.).
*Provides clerical support to Head of School and Deans.
*Maintains facilities. Communicates with facility crew to ensure repairs and requests are fulfilled.
*Manages copy machines. sets up wireless printers, orders supplies, callS in service requests, etc.).
*Serves as IT services contact person.

*Schedules and manages school-wide drills (fire/earthquake/intruder).

*Assists Operations Department in gathering documents and completing reports as needed (Safe School Plan, SARC, SPSA, PENSEC, Attendance Audit, OCS requests, Notice of Violation).
*Assists Operations Department with obtaining documentation for all state reports.

Student Records/Enrollment
*Maintains immunization records for all students.
*Maintains student transcripts.
*Supports Operations Department with Public Lottery.
*Compiles teachers’ monthly attendance reports.
*Drafts and submits district attendance reports each reporting month.
*Implements school enrollment policies.
*Maintains up-to-date class lists, and breakdowns of student demographics.

* Creates honor roll certificates each period and distributes to teachers.
*Ensures that all students without lunches are able to have a lunch meal.
*Facilitates Saturday school at least once every school year.
*Maintains up-to-date staff contact information.
*Contact person for monthly garage parking.
*Attends to sick/injured student's.
*Assists Head of School with orientation and training of new hires.
*Orders food for trainings and meetings.
*Attends options fairs to recruit students for AIM schools.
*Picture Day Coordinator.
*Coordinates Health Screening (Scoliosis, Vision, and Hearing) Coordinator.
*Monitors facility inspections (annual fire inspection, sprinkler system certification, fire extinguishers, etc.).
*Physical Fitness Test Site Coordinator (Supports PE teachers through PFT).
*Inventories Resources and orders supplies/materials.
*Other duties as assigned.

*Must be organized and detail-oriented.
*Must be capable of multi-tasking while maintaining a composed and professional demeanor.

Education and Experience:
*AA in related subject or Business School diploma.
*1-3 years’ experience with progressively increasing responsibility in administrative assistant role.