The Operations Assistant oversees the administrative services of the Front Desk, in addition to coordinating office procedures and records management.
This position operates in an environment of high volumes of work with constant interruptions and changing priorities.
Qualifications
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Proficient in Google Suite, Microsoft 365, and PowerSchool software.
Excellent organizational skills and attention to detail.
Ability to work independently.
Basic understanding of clerical procedures and systems such as recordkeeping and filing.
Education and Experience
High School Diploma or GED required.
Associate's degree preferred.
Three to five years of experience in an administrative/clerical role.
Office administration experience in a school setting is highly preferred, but not required.
Essential Functions
Professionally responds to in-person and over-the-phone inquiries; relaying messages and acting as a resource and first point of contact for the school.
Answers and transfers phone calls, screening when necessary.
Welcomes and directs students, parents, visitors, and vendors.
Maintains filing systems as assigned.
Retrieves information as requested from records, emails, minutes, and other related documents; prepares written summaries of data when needed.
Responds to and resolve administrative inquiries and questions.
Receives goods, checks invoices and purchase orders, and ensures the accuracy and condition of orders.
Opens, screens, and distributes incoming mail.
Organizes and sends outgoing mail.
Assists with the arrangements for special events i.
e.
guest speakers, parent/teacher conferences,and open houses.
Provides student supervision in the office in the temporary absence of the teacher or administrator.
Provides supervised assistance to students in the case of injury or illness.
Performs assigned duties during fire drills, tornado drills, and other crisis situations.
Coordinates and schedules travel, meetings, and appointments for Administration.
Prepares agendas and schedules for meetings.
Records and distributes minutes or other records for meetings.
Maintains office supplies and coordinates maintenance of office equipment.
Maintains a system for recording expenses and the use of petty cash.
Performs other administrative-related duties as assigned.
Performs other assigned, comparable, or transient duties that are within the area of knowledge and skills required by this job description.
Physical Requirements
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Stooping, crouching, and reaching with hands and arms.
Standing in a stationary position.
Vision clarity of near, far, and mid-range.