Administrative Assistant (CVLA) (SY25-26)

Title: Administrative Assistant (CVLA) (SY25-26)

Reports to: Principal CVLA

About Chelsea Public Schools:

The Chelsea Public Schools (CPS) is a gateway school system that welcomes and educates all students and CPS we believe all children are capable of achieving their personal best by ensuring a safe and supportive environment for school and classroom environments. The school system educates over 6300 students in11 schools including a pre-K-1st grade school 4 elementary schools 3 middle schools and 3 high schools. More information about CPS and the Chelsea Virtual Learning Academy can be found on our website at CVLA and the position:

Chelsea Virtual Learning Academy (CVLA) is a small alternative virtual school within Chelsea Public Schools serving about 100 students in grades 712. As one of six Single District Virtual Schools in Massachusetts CVLA offers a personalized and supportive learning environment to its students. Students can graduate from CVLA and earn a high school diploma.

We are seeking an motivated and team-centered individual to be our new Administrative Assistant who will play a key role in school operations. This person works closely with the principal and administrative team to ensure the smooth day-to-day functioning of the school. The ideal candidate is organized team focussed and collaborative and eager to make a difference in a fast-paced student-centered environment.

The CVLA school office is currently located at 77 Webster Ave in Chelsea MA which serves as a home base for the school operations. The school principal and administrative assistant are located at this site.

General Duties:

The Administrative Assistant produces professional administrative work products and provides services at a very high level maintaining and improving upon the efficiency and effectiveness in his or her area of responsibility. The Administrative Assistant is required to approach his or her workload and special projects with confidentiality skill and flexibility. The work requires initiative and independent judgment in the application of prescribed policies procedures and methods and performing all general clerical duties. The Administrative Assistant provides administrative support to the CVLA Principal and is an important member of the school operations team.

Job Functions and Responsibilities:

• Assists with general administrative operations (school office including daily attendance for students and staff members maintaining school calendar and coordinating activities) compiles statistics and gathers data or information as requested.
• Coordinates school and student scheduling and maintains records for student recruitment intake meetings and communication with the CPS Parent Information Center.
• Prepares and reviews enrollment reports completes special projects and attends meetings as assigned.
• Prepares and tracks requisitions purchase orders analyzes and prepares reports for department operational and grant budgets; prepares and researches information for grant writing
• Prepares agendas correspondence reports and powerpoint presentations using computerized applications such as spreadsheets email Internet word processing and databases.
• Attends meetings and supports documentation of meetings and follow up activities.
• Applies appropriate judgment discretion and professional office protocols with regard to confidential information.
• Assumes scheduling coordinating and clerical functions including but not limited to word processing making copies filing data entry answering the telephone receiving visitors and maintaining records and files for all office correspondence.
• Serves as the face of the CVLA office and is often the first contact with families and students in accessing information about the school.
• Assist the Principal when requested and as needed.

Qualifications:

• Bilingual Spanish is preferred.
• College degree preferred; relevant experience may be substituted for education
• Detail oriented and self-motivated
• Thorough knowledge of office procedures. Business math grammar and the use of office equipment
• Familiarity with the rules laws procedures and regulations pertinent to the assignment.
• Ability to operate computer programs with expertise and professionalism.
• Familiarity with ASPEN CANVA Frontline ParentSquare and other software programs preferred but training will be provided.
• Knowledge and ability to ensure form in logic to prepare and proofread correspondence reports spreadsheets and powerpoint presentations on Microsoft Office MUNIS Finance
• Ability to organize time work independently and accomplish tasks despite frequent interruptions.
• Ability to maintain detailed statistics and records as required by the assignment.
• Ability to communicate effectively with the public co-workers officials and with those at other agencies.

Terms:

Administrative Assistants are non-union positions. The position is year round. The work day is 8 hours. The length of the school day is 6.5 hours (includes ½ hour unpaid lunch). Please note this is not a virtual position.

Salary and Benefits: $53000-$63300/year

Opportunity Employer:

Chelsea Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race color religion national origin pregnancy gender identity sexual orientation marital/civil union status ancestry place of birth age citizenship status veteran status political affiliation genetic information or disability as defined and required by state and federal laws. Additionally we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.