K-8 Front Office Assistant

Job Description

GEMS Front Office Associates

Front Office Associates at GEMS play a critical role in achieving our mission to provide a rigorous and engaging education while developing a strong sense of character and community among a diverse group of learners. They are the first people that students and families see upon entering the school and are key to creating a positive, welcoming atmosphere. They are critical team members who ensure that daily operations run smoothly and the basic needs of students are met so they are ready to learn.

• Visitors & Student sign in and sign out.
• Create a warm and welcoming atmosphere for visitors and students as they arrive and leave the building.
• When visitors arrive, they should be directed to the office and sign in.
• Give the visitor a sticker to show that they have checked in at the office.
• If they are picking up a student, check that they are on the approved list for pickup.
• When students arrive late, sign them in and give them a pass; add them to the daily attendance spreadsheet.
• When students leave early, sign them out and add them to the daily attendance spreadsheet.

• Walk through the building in the morning, checking copiers, toner, and ensuring wireless is working.
• Ensure backup ink, toner, and staples are on hand and replace them when necessary.
• Monitor levels of common supplies and proactively order additional paper, pencils, post‑its, markers, chart paper, etc.
• When orders arrive, break down boxes, deliver supplies to teachers, and place them in the appropriate locations.
• Unbox at least 20 reams of paper to supply teachers, checking stock of unboxed reams and ensuring a ready supply.
• Keep all office spaces organized and clean.

• Sort mail into mailboxes upon arrival.
• Deliver packages to teachers or notify if too large or heavy to be picked up before end of day.
• If bulk mail cannot be delivered immediately, coordinate with admins for delivery to the PO.

• Ensure visitors have signed in and are wearing nametags.
• Monitor students in the hallway and contact appropriate teachers if a student is missing; redirect in a trauma‑informed manner.

• Follow medicine protocols, including documentation.
• Maintain up‑to‑date medical supplies in the office.
• Follow Recovery Room Operations procedure for sick students during the school day.
• Create a list of important medical information for students in each grade.

• Use Google Chat to communicate with classrooms when students are picked up or returned.
• Minimize instructional interruptions by using chat or classroom notifications instead of the PA system.
• Use GChat or email for questions or updates to teachers.

• Look up shared information before asking Deans.
• Email non‑urgent or timed questions that you cannot answer.
• Text or call for urgent or timed questions.

• Answer phones and manage voicemail.
• Assist with mailing discipline letters, logging discipline in PS and Hero.
• Assist with discipline calls home in case of Emergency Removal.
• Assist Registrar with phone calls, mailings, paperwork, etc.
• Create and distribute school wide passes and other classroom systems.
• Make copies of school wide documents.
• Coordinate logistics for all school mailings.
• Manage keys, alarm codes, and emergency procedures.
• Collect, account for, and turn in all student monies.
• Update the school wide calendar.
• Schedule meetings with families for Deans and teachers.
• Support scheduling of student‑led conferences and passage presentations.
• Create communications to share with families for school events.
• Coordinate food and coffee orders for professional development.
• Support planning for staff appreciation events.
• Update student information in Power School.
• Print and coordinate distribution of Power School and Hero login information for families.
• Support roster verification and Title 1 designation reports.
• Create a process for staff to report facility needs and coordinate repairs.
• Order COVID and other medical supplies.
• Triage student medical needs and correspond with families…