Administrative Assistant

About Us

Amethod Public Schools (AMPS) is a mission and values driven organization. Our mission is to provide a rigorous college preparatory education and character development program that will prepare students from underserved communities to succeed in college and beyond. Our day-to-day work is embodied by a set of core values: Students First Teamwork Adaptability Responsibility Perseverance Commitment to Distinction. We are looking for team members who exude these values and a passion for our mission.

POSITION SUMMARY

This position requires the knowledge of general administrative processes and procedures. Administrative Assistants are vital team members on the school team. They maintain the overall day-to-day functions of the front office and student data management. This includes performing duties and responsibilities in accordance with AMPS established processes and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

School Site : 60%

• Open school daily
• Answer incoming phone calls and take messages
• Greet all incoming visitors
• Ensure that all visitors properly sign in and out
• Screen visitors and direct them as appropriate
• Perform general clerical functions (e.g. copying faxing mailings etc.)
• Record student daily attendance
• Sort and processes mail
• Respond to inquiries from a wide variety of internal and external entities
• Schedule appointments
• Schedule annual school health exams and school photos
• Support Site Director and or Administrative personnel as needed
• Draft written responses or replies by phone or e-mail when necessary.
• Administer first aid and prescription medications to students as needed
• Create and maintain student filling system
• Create and maintain manual records for reporting purposes
• Maintain and update student rosters
• Create and distribute memos as needed
• Maintain inventory of office supplies
• Perform data entry

Database Management 20%

• Input student daily attendance data into the school information system
• Generate weekly and monthly attendance reports
• Maintain student demographic information and perform updates to the school information system as needed
• Compile student demographic data and enter into the schools information system
• Maintain inventory of school materials and ensure that all materials are properly documented and accounted for (e.g. books text books tests computers school equipment etc.)

Reporting Tasks 15%

• Coordinate with the database manager to clear discrepancies that occur in the schools information system for the purpose of state reporting

Accounting Related Tasks 5%

• Collect process and document money generated from the sale of uniforms and or school supplies.
• Collect various accounting forms and submit them to the accounting department in accordance with established school procedures (e.g. time sheets invoices work orders receipts requisitions travel requests and or travel reimbursements reimbursements purchase orders etc.)

Other Functions

• Attend meetings as required
• Maintain office equipment and work areas
• Coordinate and attend school programs and or activities as needed
• Orient new site personnel regarding appropriate school processes and procedures
• Oversee and train student workers
• Other duties as assigned

QUALIFICATIONS

Required knowledge and skills:

• Fluency in Spanish
• Ability to work with frequent interruptions
• Ability to multitask in order to meet deadlines and strong problem solving skills
• Excellent attention to detail and Project management skills
• Strong verbal and written communications skills
• Ability to provide professional and courteous service
• Experience and judgment to plan and accomplish goals.
• Flexibility to work independently or as a team player
• Ability to work with diverse groups or individuals
• First aid and CPR certification (certification furnished)
• Intermediate computer knowledge required: Microsoft Word Excel Office Suite and Email
• Must be knowledgeable of or willing to learn and use school information system (Powerschool)

Education:

• Bachelors Degree preferred or equivalent work experience
• Minimum of 2-3 years administrative experience

Physical Requirements:

• Ability to stand sit and move between workstations
• Read monitors and paperwork
• setup audiovisual equipment as needed
• Job requires lifting of boxes of up to 20lbs.

PHYSICAL WORKING ENVIRONMENT
The position is in a school building which may be air conditioned and heated. May be exposed to prolonged noise or weather. This type of work will involve walking standing or sitting for extended periods. Stooping squatting kneeling overhead reaching and repetitive bending may be involved frequently with this position. -Perceiving the nature of sound near and far. Vision depth perception providing oral information the manual dexterity. Must be able to climb stairs and sit for extended periods of time. Requires finger dexterity to operate equipment handle work with various materials and objects are important aspects of this job.