Administrative Assistant

JOB DESCRIPTION

The School Secretary who specializes in Student & Staff Information performs a variety of school system, data management and computer support functions with confidentiality and professionalism. Work at this level requires a substantial knowledge of PIACS policies and procedures, student accounting procedures and regulations, source data, and the functionality of student information systems in order to support school operations.

The employee must communicate with a wide variety of groups including students, teachers, principals, counselors, office staff, parents, and vendors. He or she provides key support in the areas of Reception and Purchasing He or she must possess mid-level decision-making skills in working with diverse groups and the ability to complete complex database maintenance tasks in the midst of a busy office environment. Bilingual in Chinese preferred.

Student Information

Manage the collection and maintenance of student data. This includes the creation, receipt, and tracking of forms, management of databases, and update of records and contact information, and creation of reports in the following areas:

• Student Accounting. (data related to student matriculation, enrollment, and exit)
• Student Attendance. (includes interfacing with electronic teacher attendance records and calling parents to ensure safety of absent students)
• Report Cards. (including interfacing with electronic teacher grade books for report card production)
• Student Records. (maintenance and archival of complete student records)
• First Aid & Administration of Medicine. (includes coordination with School Nurse for incident reporting)

Staff Information

Manage the collection and maintenance of personnel data and general school information. This includes the creation, receipt, and tracking of forms, management of databases, and update of records and contact information, and creation of reports in the following areas:

• Staff Contact Information. (maintenance of emergency contact information)
• Staff Scheduling. (maintenance of accurate school day scheduling information)
• Staff Attendance & Coverage. (primary point of contact for staff absences; secures substitute teachers when necessary; communicates daily absences to the Building Substitute to ensure adequate teacher/staff coverage; maintains back up records on staff attendance; prepares weekly staff timesheets)

Support to the Head of School

• Administrative Support. Act as secretary to the principal and Head of School through regular administrative support such as answering the phone and sorting mail
• Scheduling. Coordinate the schedule of the principal and Head of School by maintaining the calendar and helping to set-up meetings
• Board Support and Meeting preparation. Perform other tasks assigned by the principal and Head of School
• Clerical support for personnel matters.
• Support to Special Projects including grants management

School Communications

• Coordinate school communications through regular management of the daily bulletin; school wide calendar; coordinating and preparing report cards and interim reports; creating and distributing monthly newsletters; and updating information on school’s application-based website
• Coordinate and manage translation and interpretation requests by teachers and staff to ensure equitable access to communication materials, meetings and events
• Timely approval and preparation of Take Home Tuesday materials
• Update and maintain mailing lists

Service to Parents

Serve as central point of information and clerical support to parent service programs and events, as assigned by the Chief of Staff. This includes the tracking of information, phone and email communication, update of records and contact information, and creation of reports in the following areas:

• Enrollment Lottery
• Student Intake
• Parents’ Association
• AfterCare Program

Services to Community

Serve as central point of information and clerical support to select Community service programs and events, as assigned by the Head of School. This includes the tracking of information, phone and email communication, update of records and contact information, and creation of reports in the following areas:

• Notary Services
• Board-Approved Advocacy Efforts

Reception

• Managing phones (answering and re-directing calls, taking messages, etc.)
• Handling mail (distributing received mail, preparing school mailings, making mail drops, etc.)
• Greeting visitors (signing in visitors, ensuring student safety, monitoring access to the school, etc.)
• Monitoring access to the school, etc.)

General Office Duties

• Maintain a high degree of familiarity with school calendar, schedule, policies, and emergency procedures.
• Maintain of orderly school office files; ensure that information is kept in a confidential manner.
• Ensure a neat and orderly physical environment at all times (office, mail room, and conference room)
• Attend meetings and professional development sessions as appropriate;
• Participate actively in maintaining the professional culture of the school.
• Performs other related duties as requested and assigned.
• Produce and distribute the monthly Parent Calendar.
• Ensure a neat and orderly physical environment at all times (office, mail room, and conference room)
• Ensure that common devices (e.g. copiers, mailing machines, printers, etc) are in proper working condition.
• Handle all petty cash disbursements and purchasing for general office and school functioning.