Learning for Life Charter School
Job Description: Administrative Assistant
JOB DEFINITION:
Under the supervision of the school director, interact positively with the school community and perform a variety of highly responsible secretarial and administrative support functions with speed, accuracy, tact, discretion and good judgment. Also, maintain student records, maintain school records, maintain business records, and prepare documents according to school policy and procedures.
EXAMPLES OF DUTIES:
School Secretary
- Participate in a variety of meetings, workshops, and committees for the purpose of conveying and /or gather information required to perform functions and to remain knowledgeable about school operations, objectives, and practices
- Utilize technology to input, create, maintain, or update records, site reports, or other related information.
- Act as a receptionist and serve as a liaison to the general public, public agencies, school districts, and the community on behalf of the charter school.
- Facilitate communication between students, families, and staff.
- Plan, organize, and perform clerical, secretarial, and administrative support functions related to the educational program, school activities, and campus operations
- Maintain and distribute the LFLCS Family Handbook
- Maintain interim and permanent school records.
- Maintain interim and permanent business records.
- Prepare and submit payrolls
- Organize employee interviews and provide input as requested
- Gather timesheets and prepare payrolls as scheduled
- Communicate regularly and effectively with the school’s back office service provider
- Assist with special events such as celebrations, strategic planning sessions, parent meetings, accreditation team visits, etc.
- Create, publish, and maintain school calendars
- Assist with the administration of state testing
- Maintain inventory of graduation regalia
- Create documents and certificates as needed, such as diplomas and certificates of promotion
- Open, sort, and screen mail for staff; distribute mail to staff as appropriate; meter outgoing mail
- Operate and maintain a variety of office equipment including printers, copiers and fax machines
- Maintain book and equipment inventories
- Liaise with the school’s landlord and site manager
- Monitor services and communicate with service providers
- Monitor and communicate regarding the school’s website
- Prepare requisitions for the purchase of office and school supplies and equipment
- Assist with receipts and disbursements in accordance with school policy and procedures
Registrar
•Establish and maintain a system of student files and records according to school standards.
- Register/enroll new students as assigned; review, verify, process records, files and other documents for new students
- Assist exiting students with transfer procedures
- Create and submit attendance reports
- Maintain records of immunizations
- Request transcripts and cumulative files from other schools for new students; send transcripts and cumulative files to requesting schools for exiting students.
- According to school policy and procedures, respond to requests for student information from other schools, organizations, agencies, and parents; verify and provide grades, attendance and other information contained in student files.
- Record test scores, academic grades, extra-curricular activities, scholarships and awards, and pertinent health information.
- Maintain permanent records for students who have graduated or otherwise left the school.
- Maintain confidentiality of student, school and business records and information.
Administrative Assistant to the Associate Director & the Special Education Program
- Assist in coordinating LFLCS’s Special Education program. Schedule meetings and appointments, assist with maintaining student records and preparing reports according to school policy and procedures.
- Assist in entering data into and retrieving data from special education data systems.
Administrative Assistant to the Executive Director & the Non-profit Corporation
- Provide secretarial support for the Executive Director. Manage the calendar and make travel arrangements for the Executive Director.
- Maintain and distribute the Board Policy Manual
- Maintain and distribute the LFLCS Employee Handbook
- Maintain electronic and physical file system for school and business related records
- Draft responses, correspondence, memoranda, and agendas; participate in the research, composition, compilation and distribution of reports
- Prepare materials for Board of Directors’ meetings
- Maintain operation of the office during administrator's temporary absence; monitor, and utilize voice and e-mail communication to forward information and complete assignments
- Compile a wide variety of data from multiple sources for the purpose of complying with financial, legal and/or administrative requirements
- Assist with the preparation and submission of budgets, financial reports and audits as requested
- Attend, prepare for and participate in various meetings assigned; take, transcribe and distribute minutes as required
- Maintain a variety of classified and certificated personnel records, timesheets, lists, and files including those of confidential matters
- Respond to Public Records Requests and subpoenas for student records in a legal and timely fashion
- Perform related duties as assigned
REQUIRED QUALIFICATIONS:
Physical Effort and Work Environment
- Physical, mental, and emotional stamina to perform the duties and responsibilities of the position
- Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions
- Manual dexterity sufficient to write, use the telephone, computer, calculator, and office machines at required speed and accuracy
- Vision sufficient to read handwritten and printed materials, and the display screen of various office equipment and machines
- Hearing sufficient to communicate in person and hold telephone conversations in normal range (approximately 60 decibels)
- Speaking ability in an understandable voice with sufficient volume to be heard in normal conversational distances on the telephone and addressing groups
- Physical agility to sit, stand, kneel, walk, push/pull, squat, twist, turn, bend, stoop, and to reach overhead
- Physical stamina sufficient to sustain light physical labor for up to 8 hours, sit and/or walk for prolonged periods of time
- Physical mobility sufficient to move about the work environment (office, school site to site) for sustained periods of time on hard flooring, climb slopes, stairs, ramps, and to respond to emergency situations
- Physical strength sufficient to periodically lift and/or carry 20 pounds of materials or supplies; occasionally lift 40 or more pounds with assistance
- Occasionally push and/or pull a variety of tools, equipment, or objects weighing 40 or more pounds;
Knowledge of:
- Basic English usage, spelling, grammar, punctuation, and report and/or correspondence writing
- Computer software application in word processing, spreadsheet, desktop publishing, data base, and presentation software
- Methods and practices of accurate record keeping (financial and otherwise), including mathematics, electronic spreadsheets, and efficient filing systems
- Source documents and data entry verification
- Basic accounting practices, accounts receivable/payable, budgeting, and payroll
- Rules, regulations, & standards of the office, the charter school, and the State of California
- Time management/organizational skills
Licenses and Certificates:
Possession of a valid Class C California driver’s license (as appropriate to the assignment)
Ability to:
- Perform under demanding and varied work schedules, with the ability to remain flexible and focused during interruptions and distractions
- Understand and carry out assigned work with minimal supervision
- Take responsibility to use good judgment in recognizing scope of authority
- Clearly explain a wide variety of complex procedures and policies to individuals who have minimal knowledge of related processes and procedures
- Maintain confidentiality of information, and use proper discretion concerning confidential matters
- Analyze situations accurately and adopt an effective course of action
- Maintain and control multiple tasks/projects simultaneously with interruptions
- Maintain accurate and neat records and reports
- Present statistical material in table, chart, or graph form
- Research, document, and quickly apply clerical operations and procedures of the office/charter school
- Maintain patience and tolerance when working with “difficult” individuals
- Plan, organize, and coordinate the work of others
- Compose letters and reports from oral or written instructions; at time compose correspondence independently
- Use an alpha/numeric keyboard and standard office equipment effectively with a reasonable rate of speed and accuracy to successfully complete assignments
- Learn and use technology and computer software applications as appropriate to the work environment
- Learn, plan, formulate and execute federal, state, charter school, and departmental policies, procedures and directives, in accordance with assigned duties
- Read, understand, interpret, apply, and follow laws, rules, regulations, processes, policies, and methods of the office, the Charter school, and the State of California
- Use initiative and judgment in discussing problems with the public and charter school staff, involving Charter school practices and policies
- Deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness
- Establish and maintain co-operative relationships with those contacted during the performance of required duties, including students, school personnel, parents, vendors, co-workers, and the community
- Communicate effectively in the English language, both orally and in writing
- Understand and be sensitive to those of culturally and linguistically diverse backgrounds
- Understand and follow complex oral and written directions
- Perform mathematical calculations with speed and accuracy
- Maintain regular attendance and punctuality
Education:
A high school diploma or GED equivalency sufficient to assure the ability to read and write English and to perform arithmetical calculations at the level required for successful job performance
Able to fulfill one of these three requirements:
(1) Have completed two years (defined as 48 semester units) of study at an institution of higher education; OR
(2) Have obtained an associate’s (or higher) degree; OR
(3) Have demonstrated success as an administrative assistant
Experience:
Any combination of training and experience in the areas of education, child development, and/or business that would result in the ability to successfully work within a program serving at-risk students.
Bilingualism in Spanish desirable.
Job Type: Full-time
Pay: $28.00 - $30.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Day shift
- Morning shift
- No nights
- No weekends
Experience:
- office work: 1 year (Preferred)
Ability to Commute:
- Marina, CA 93933 (Required)
Ability to Relocate:
- Marina, CA 93933: Relocate before starting work (Required)
Work Location: In person