Office Assistant​/School Secretary

Job Or Position Summary

This position will be responsible for undertaking a variety of office support tasks to help with the organization and daily operations of the school. Responsibilities include collecting and organizing data for files, serving as school receptionist, scheduling meetings and appointments and supporting other staff with organizational tasks.

• Serve as the main point of contact for the school including, but not limited to, parent calls, parent newsletters and school memos, taking and delivering messages and scheduling appointments with an emphasis on serving Spanish speaking stakeholders.
• Manage main phone lines (answering calls, checking voicemail daily, returning calls as necessary, etc).
• Greet all visitors and ensure proper sign-in procedures are being met.
• Act as a liaison with other departments and outside agencies. Handle confidential and non-routine information and explain policies when necessary.
• Schedule and organize complex activities such as meetings, travel, conferences and other activities for school leaders.
• Manage an accurate and up‑to‑date spreadsheet for student uniform or other item purchases.
• Manage transportation routes and changes with the transportation company.
• Receive, sign for and distribute packages and/or deliveries.
• Assist parents with pre‑applications for enrollment.
• Works independently and within a team on special non‑recurring and ongoing projects. Acts as project manager for special projects which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating internal communications.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Support and assist Registrar in the completion of their work activities/responsibilities.
• Obtain quotes and process purchases based on requests from school administration.
• Assists Registrar with processing withdrawal and transfer of students in the Student Information System and contact parents for confirmation when a student withdraws.
• Assists Registrar with processing enrollment and/or new student records, including requesting transcripts and records from other schools, setting up cumulative folders, and entering student data (including verifying residency, eligibility, credit level status, immunization records, etc) into appropriate databases.
• Assists Registrar with processing, transmitting and responding to requests for student information, including, but not limited to, student transcripts, job verification, student course requests and attendance/graduation verification.

Knowledge, Skills, and Abilities

Required:

• Knowledge of and skills in using various computer programs including but not limited to Microsoft Word, Excel, PowerPoint, Google Drive and G‑Suite products.
• Skills and abilities
  
  in organization, time management, and accurate record keeping.
• Ability to speak Spanish and English languages fluently and ability to interpret and translate communications in both languages.
• Ability to collaborate and communicate effectively (verbally and in writing) with other professionals in a team setting.
• Ability to adapt to changing work priorities and work with frequent interruptions.
• Ability to operate a computer and the skills to learn and utilize software and other technology.
• Ability to interact positively and effectively with parents, students, staff, and administrators.
• Ability to establish cooperative relations in a calm and tactful manner.
• Ability to maintain confidentiality.
• Ability to organize materials in a logical and compelling manner.
• Ability to follow directions and work unsupervised on multiple projects and meet deadlines.
• Ability to filter and manipulate data, and perform interactive analysis in Microsoft Excel.

• Minimum:
  High School Diploma or GED
• Required:
  
  Spanish Speaking
• Preferred: 2 years prior office experience within an education agency
• Satisfactory criminal history review