School Front Office Assistant

Job Classification: Nonexempt

Job Type: Fulltime

Reports to: Office Manager

Currently Academy of Alameda does not sponsor work visas only applicants available to legally work in Alameda CA USA without requiring employer sponsorship will be considered.

The Office Assistant will play a critical role in maintaining the systems that support AoAs mission. They will manage the front office and serve as the first point of contact for any students families staff or visitors in the office. They must passionately believe in AoAs mission and vision and have the ability to enthusiastically share that with others.

Essential Duties & Responsibilities

Manage front office and incoming visitors

• Take the lead on providing a welcoming and organized front office that reflects the schools values and culture
• Monitor and Greet every person who enters the office with warmth within 30 seconds of their arrival
• Receive and direct incoming phone calls greet and direct visitors and students and respond to general questions
• Assist with front office sales of school merchandise
• Open and close the office daily in adherence to office hours
• Support nurse and other office staff with general health and safety duties

Manage student attendance and data

• Serve as the point person for incoming attendance information from families including illnesses and independent studies.
• Track daily student attendance accurately in Aeries including distributing tardy slips checking records and compiling attendance documentation
• Maintain complete and accurate student records in Aeries (update invalid phone numbers mailing addresses etc.
• Support with compiling academic data for report cards transcripts and other documents as needed

Family Support

• Manage specific parts of the enrollment process such as collecting incoming new student enrollment paperwork
• Manage the volunteer process with support from the office manager for paperwork fingerprinting and record keeping.

Clerical

• Perform clerical tasks (calendaring copying faxing mailing filing etc. for the purpose of maintaining student records and office organization.
• Assist students families and staff with locating students via passes loud speakers etc.

Support school leadership

Assist with other school wide events and projects as assigned

The Office Assistant will be:

Enthusiastic professional and selfmotivated with a cando attitude

Strongly customerfocused with natural empathy

A team player with strong organizational skills

Adaptable and able to solve problems

The Office Assistant will:

Relate well to people from a variety of backgrounds

Have excellent communication and interpersonal skills

Engage in dialogue and build strong relationships with students families and staff

Demonstrate good judgment

Job Qualifications

High School Diploma or equivalent required Bachelors Degree preferred

Bilingual in Spanish (strongly preferred)

Minimum 1 years of work experience 2 or more years strongly preferred

Experience working in a TK8 educational organization

Demonstrated proficiency with Microsoft Word and Microsoft Excel

Experience with GSuite Google products preferred.

Must pass a criminal background check and TB test clearance

Time Commitment

11 month work schedule

Up to 40 hours per week

Working Conditions

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be able to:

Stand or sit for extended periods of time

Bend at the waist kneel or crouch to file materials

Reach above shoulders to file materials

Lift carry and push and/or pull items with a strength factor of medium work.

Potential hazards:

Contact with dissatisfied or abusive individuals

Possible fights and confrontations

Contact with ill students

Possible contact with blood borne pathogens

The above statements are intended to describe the general nature and level of work performed by the person in this position. They are not intended to be an exhaustive list of all responsibilities duties and skills. Specific functional responsibilities of the role may change depending on staff capacity and organizational need.