Main Office Assistant

Job Description

Job Description

Position Title: Main Office Assistant

Department: Administration

Reports To: Principal

Classification: Non-Exempt ($25-30/hr)

The Main Office Assistant is responsible for working directly in an administrative support role to the Principal and the administrative team in the Main Office. This position also provides reception support including, but not limited to, recording attendance, answering phones, taking messages, directing calls, coordinating general school office operations, and greeting and attending to school visitors, school staff, and student requests. This is a twelve-month position.

Administrative Responsibilities

• As the first source of contact with the public, is able to articulate the school’s mission and philosophy.

• Greet all and provide appropriate visitor access/pass to guests.

• Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations.

• Prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established timelines.

• Answer all incoming phone calls and either transfer or provide messages to the proper person.

• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.

• Direct visitors to the appropriate administrator

• Serve as a resource and clerical support for all administrators in the front office including the Principal, Assistant Principal for Academics, Assistant Principal for Student Life and the Dean of Students.

• Accept deliveries of packages and arrange for delivery to recipients with maintenance staff via work order

• Compile and organize information for the Main Office; compose and respond to routine correspondence; open, sort, review and route mail.

• Responsible for maintenance of the postage meter, including adding postage, replacing toner cartridges, and communication with Pitney-Bowes.

• Maintain professional appearance in the front office.

• Order office supplies for the smooth efficiency of the front office and school

• Order business cards for new administrators in school

• Coordinate with Principal the Christmas decorations for campus, Christmas party, end of the year, and retirements

• Order anniversary gifts for personnel (multiple of 5 years). Track monthly birthdays of faculty and staff, and have cards signed and delivered to recipients

• Keep coffee supplied for employees and front office

• Coordinate with Registrar for coverage during their lunch breaks

• Responsible for all other duties as assigned

Attendance Recording Responsibilities

• Check the SJND attendance email account to check for possible absences.

• Provide admit or tardy slips to students when appropriate.

• Make a list of those reported absent and call each parent to verify absences.

• Check voicemail for any related absent messages from parents.

• Generate attendance reports for every class from PowerSchool.

• Call and confirmation from teachers who did not submit attendance notifications.

• Resolve any attendance discrepancies.

• Print a full report for every class period once all correct attendance has been recorded.

• Monitor and report any attendance issues with students and parents.

• Manage Collaboration document and coordinate with students and teachers in terms of sign-up timing and maintenance of settings.

• Take attendance for Collaboration periods and coordinate with Dean of Students any students who have not signed up for Collaboration

• In the event of the absence of Librarian, monitor and record attendance for any students assigned to the library throughout the school day.

• Identify student room numbers in PowerSchool for delivery of detention or attendance slips, and deliver if necessary.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office practices and procedures.

• Thorough knowledge of grammar, punctuation, and spelling.

• Excellent typing and computer skills.

• Ability to manage and generate reports from online databases.

• Knowledge of PowerSchool as it relates to attendance procedures, as well as printing student schedules and transcripts.

• Knowledge of Google Apps, word processing, spreadsheets, file management, and calendar management.

• Maintain good public relations with students, parents, teachers and the public.

• Knowledge of email systems for reporting and communication to parents.

• High degree of confidentiality pertaining to front office matters.

• Regular Work schedule - 7:30 am – 4:00 pm.

Education and Experience

• High school diploma or GED

• Minimum of five (5) years previous experience and/or training in secretarial or clerical work, or any equivalent combination of related education, training and experience.