Job Description

Administrative Assistant

Mission

The mission of the Administrative Assistant is to ensure a loving peaceful and joyful atmosphere for staff and incoming families.

Outcomes

1. Meet Customer Service Goals

• 2 cards minimum sent per week to families
• 1 5 Star Google Review earn a minimum per month
• 95% of guests rate their overall customer experience as a 5 on the guest experience survey.
• 100% of guest concerns are successfully resolved and receive a follow up call.
• 100% of the time Rainbow Service Guidelines are implemented

2. Meet Enrollment Goals

• (K-12) 25 scholars minimum per class
• (PK) 20 scholars minimum per class

3. Meet Documentation Goals

• 100% of all guest action requests are entered in the Call/Visit Log

Responsibilities

Front Office

• Ensures that the front office and work rooms areas are clean organized and welcoming.
• Proficient in Ascender and SchoolMint
• Maintains a positive working environment that fosters a professional learning community atmosphere.
• Manage gate and door entry following security protocol.
• Greets visitors to school and determines the nature of their business and escorts visitors to their destination.
• Collect IDs and issue visitors badges to all guests on campus. Issues and collects temporary key cards as needed.
• Creates magical moments for incoming scholars and families.
• Regularly sends cards or notes to families to create and build personal relationships.
• Commits to detail and accuracy.
• Delivers excellent customer service this is a priority and should be conducted respectfully while utilizing de-escalation strategies when necessary.
• Adheres to and enforces school policies and procedures.

• Ensures phone calls and emails are responded to within a school day unless the call or email occurs outside the workday which would then be handled the next school day.
• Communicates professionally and effectively with parents scholars and campus staff via email telephone and fax and trains others to do so.
• Works with school personnel to maintain integrity and accuracy of scholar records including maintenance and tracking of attendance and retention.
• Resolves or directs routine internal and external inquiries with parents and employees.
• Oversees requisition receive and distributes/stores classroom school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips.
• Maintain an awareness of the school calendar and school events.
• Overflows of any duties not covered. Examples given but not limited to are cafeteria duty dismissal duty morning carline duty covering classrooms etc.
• Maintain booking and cleanliness of conference rooms.

Enrollment

• During enrollment season collect new scholar data such as MAP test scores previous report cards and STAAR scores.
• Oversees dissemination of enrollment packages during parent interest meetings and for walk-in parents.
• Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise.
• Assist with maintaining scholar enrollment and campus capacity.
• Assist with enrollment counseling for incoming scholars and families.
• Assist with enrollment transfer discharge and readmission process for scholars and the preparation of related records and files.

School Finance

• Proficient in My School Bucks invoice payment program.
• Create invoices for fees in My School Bucks for scholars staff and others as applicable.
• Fiduciary responsibilities for collection dual-counting and deposit of funds daily.

Staff Leadership Responsibilities

• Recognizes problems and impediments and reports them promptly with options for solutions to the Office Manager; promotes and assists with constructive resolutions.
• Adheres to and enforces board policy school guidelines and administrative directives
• Read and comply with the Procedures Manual Employee Handbook Scholar Handbook and Scholar Code of Conduct
• Ensuring the campus maintains > 98.5% daily attendance and timeliness
• Establishes and maintains professional and cooperative working relationships with all stakeholders: parents scholars staff neighbors and partners.
• Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff scholars parents and the public at large are prompt efficient helpful and friendly.
• Multitask many things at once in a busy office environment.
• Solves problems joyfully as issues arise.
• Perform other duties as assigned by the Principal and Deans.

Reports To