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Position Overview

The Academy Charter School Administrative Assistant understands and promotes the school’s mission, vision, objectives, and policies both within and outside the immediate school community. The School Administrative Assistant plays a central role in ensuring an orderly, responsive, and open school. In addition to maintaining the school’s administrative systems and routines, the Administrative Assistant functions as the primary contact person for all of the school’s constituents. In this role, the Administrative Assistant must be able to communicate effectively with students, teachers, families, trustees, donors, and visitors. 

Responsibilities & Duties

Front Desk Support

  • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
  • Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
  • Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
  • Oversee the day to day activities of the school and serving as the main point of contact in the school reception area
  • Help to plan and manage logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
  • Help to organize staff meetings

Student Support

  • Manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
  • Evaluate situations (e.g. involving other staff, students, parents, the public, police etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.

General Responsibilities

  • Coordinate a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
  • Manage the collection of all funds for school trips and all student activities.
  • Manage the disbursement and the reconciliation of petty cash.
  • Responsible for the collection of funds for all staff meals.
  • Perform record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
  • Respond to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
  • Assist other personnel for the purpose of supporting them in the completion of their work activities
  • Support Principal, counselors and other administrative personnel for the purpose of assisting with their administrative functions.

Work experience & Skills

  • Minimum of 2 or 3 year office experience
  • Bilingual 
  • Experience working in schools and/or urban communities preferred
  • Strong written, grammatical, presentation, and verbal communication skills
  • Demonstrated ability in utilizing office equipment and software such as Microsoft Office Suite (Word, Explorer, Excel, and Outlook).
  • Proven ability to work collaboratively and flexibly with a diverse team of teachers and administrators










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