Administrative Assistant

Description

POSITION OVERVIEW

The Administrative Assistant provides professional front office coverage and supports daily operations across multiple departments. Responsibilities include managing incoming communications, organizing and distributing mail, maintaining tidy and functional meeting spaces, preparing and tracking school documents such as student records and recognition materials, and ordering supplies and snacks. The ideal candidate is friendly, organized, detail-oriented, and able to manage multiple priorities in a busy school environment.

The Key Performance Indicator (KPI) for the Administrative Assistant is the successful completion of 95% of assigned tasks within 2 business days or less.

ESSENTIAL JOB TASKS

1. Front Desk Support Provide prompt, courteous, and professional assistance to visitors, callers, and email inquiries. Serve as the first point of contact for multiple departments while effectively managing a variety of tasks in a fast-paced environment.

2. General Administrative Support Perform a range of administrative duties, including sorting and distributing incoming mail, ensuring conference rooms remain clean and organized, and providing support to daily office operations. Receive and distribute incoming deliveries. Coordinate staff and lead the 'Code G' protocol when a graduate arrives to pick up their diploma. Work with facilities staff to report maintenance issues and ensure timely resolution of building needs to support a safe and functional environment.

3. Document Handling & Distribution Prepare, print, and track various documents such as guided notes, recognition letters/cards for staff and students, transcripts, diplomas, and other official correspondence. Handle outbound mail and shipping in a timely and accurate manner.

4. Procurement & Supplies Management Manage the ordering and inventory of office supplies and refreshments, ensuring that all areas are adequately stocked to support daily operations.

5. Perform all other duties as assigned

Requirements

Requirements:

· Bilingual Preferred– fluent in English and Spanish

· Excellent communication and interpersonal skills

· Oral Communication

· Written Communication

· Integrity

· Telephone Etiquette

· Organization

· Time Management

· Keyboard Proficiency

· Reading Comprehension

· Customer Service

Education/Training

High School Diploma or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. You are required to obtain a Level 1 Fingerprint Clearance Card

List of Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently in an 8-hour shift is required to sit; stand; walk; kneel; crouch; stoop; balance; climb; use repetitive motions; lift up to 25 lbs; reach with hands and arms; use hands to finger; handle or feel and look at a computer or hand-held screen for long periods of time.

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform this job. Occasional evening and weekend work may be required as job duties demand. Please see your immediate supervisor with any questions you may have.