Job Details

Job Classification:
Non-exempt

Job Type:

Full-time

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 AoA's 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 AoA's 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 school's 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
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Assist with other school wide events and projects as assigned

The Office Assistant will be:
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Enthusiastic, professional and self-motivated, with a 'can-do' attitude
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Strongly customer-focused, with natural empathy
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A team player with strong organizational skills
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Adaptable and able to solve problems

The Office Assistant will:
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Relate well to people from a variety of backgrounds
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Have excellent communication and interpersonal skills
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Engage in dialogue and build strong relationships with students, families and staff
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Demonstrate good judgment

Job Qualifications
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High School Diploma or equivalent required, Bachelor's Degree preferred
•
Bilingual in Spanish (strongly preferred)
•
Minimum 1 years of work experience, 2 or more years strongly preferred
•
Experience working in a TK-8 educational organization
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Demonstrated proficiency with Microsoft Word and Microsoft Excel
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Experience with G-Suite Google products preferred.
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Must pass a criminal background check and TB test clearance

Time Commitment
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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:
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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.