Job description

Job Title: Administrative Assistant

Supervisor: Director of Operations

Start Date/Hours: July 1 - June 30; 8:00am-5:00pm, Monday through Friday

Description: The Administrative Assistant fills a key role in the safe and efficient operation of Codman Academy Charter Public School. The role requires the completion of complex clerical and record keeping as well as implementation of policies and procedures related to the operations of the school. The Administrative Assistant is an important link in the public relations and communication processes with parents and the community. As the face of the school, the Administrative Assistant must be a person that possesses good independent judgment, works as a team member and understands the importance of being supportive and responsible to our students, families and staff. The Administrative Assistant is also required to assist school leaders with various administrative tasks, requiring IT competency.

Responsibilities include (but not limited to):

Office Management

• Welcome visitors; ensure that all visitors sign in and take a visitor badge where necessary

• Ensure the safety and security of the school by making sure that the front door is locked and entry to the premises is controlled

• Assist in all aspects of maintaining a professional front office, including but not limited to fielding and directing incoming phone calls to appropriate staff members in a timely, professional manner, filing, copying, and faxing sensitive information

• Ensure the main office, lobby, and family room is kept clean and that binders and bulletin boards are kept up to date

• Replenish instructional & office supplies

• Supervise all mailings to families (including collecting and copying all materials)

• Maintain regular communication with families

• Process incoming & outgoing mail

• Create, process, and distribute student and personnel documentation

• Serve as school attendance coordinator; enter daily attendance in PowerSchool; activate automatic all to the homes for tardy and absent students

• Oversee student sign-in and documentation for late arrivals and early dismissals

• Serve as school Registrar; support enrollment and student records; process student transfers, request for transcripts/records

• Update student records in PowerSchool

• Assist with maintaining and upholding building safety systems in case of fire, lockdown, or other emergencies

• Provide general administrative support to the Director of Operations, Head of School, Principal

Student Recruitment & Enrollment:

• Assist with managing SchoolMint: enter paper applications, clear duplicates, ensure grade/age consistency, monitor application numbers; organize and prepare final downloaded applications for lottery

• Assist with managing the lottery process

• Assist with managing parent call logs, waitlists, and incoming student information

• Assist with entering new students into BPS census for transportation

• Assist with Open House for accepted students, attend recruitment fairs, coordinate and schedule tours with prospective families, and distribute marketing materials

Finances/Student Transportation

• Serve as Point of Sale for lunch duty

• Submit invoices for payment

• Prepare purchase orders and requisition forms as needed

• Manage student MBTA transportation: order, re-order and deactivate as needed

Student Medical & Welfare

• Inform the school nurse and parent of emergencies with student

• Administer first aid when necessary, assisting with minor injuries and sickness

Required Qualifications and Skills

• Ability to work effectively in a fast past environment

• Strong interpersonal skills and ability to work with others

• Strong attention to detail

• Excellent computer skills (MS Office, in particular)

• Excellent written communication skills

• Handle confidential information with complete integrity

Preferred Qualifications and Skills

• Bachelor’s degree preferred

• Full vaccination of COVID-19 vaccine

Community Engagement and Stewardship

• We are a crew, not passengers, and we uphold that ideal as we support each other in reaching our shared goals.

• Every adult in our community is a teacher and a role model, and we model and implement EL Education design principles and core practices to the best of our ability in our roles.

• Advance the educational mission of the school by participating in duties and responsibilities consistent with building, upholding and promoting a strong Codman community

• We actively value and solicit feedback in order to improve performance.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Signing bonus

Education:

• Associate (Preferred)

Experience:

• Administrative assistant: 3 years (Required)

Language:

• English (Preferred)

Work Location: In person

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