Job Description

Administrative Assistant/ School Secretary Location Grants Pass, OR :

Position Overview :

The Administrative Assistant/School Secretary is the welcoming face of the school and plays a crucial role in ensuring the efficient operation of the school's administrative functions. This position requires an organized, detail-oriented individual with excellent communication and multitasking skills, who can provide administrative support to the school leadership, staff, students, and families. Additionally, this role includes managing accounts payable and other financial administrative tasks. The ideal candidate is friendly, professional, and proactive in handling daily tasks in a fast-paced environment.

Key Responsibilities :

• Front Office Operations :
• Serve as the first point of contact for all visitors, parents, and students.
• Answer phone calls, direct inquiries, and provide information as needed.
• Greet and assist visitors with sign-in procedures and other needs.
• Manage school email communications and distribute messages appropriately.
• Administrative Support :
• Provide administrative assistance to the school principal and other staff members, including scheduling meetings, preparing documents, and handling correspondence.
• Maintain accurate and organized records, including attendance, student files, and other documentation.
• Assist in coordinating school events, meetings, and professional development sessions.
• Order and manage office and school supplies, maintaining inventory as needed.
• Communication and Coordination :
• Act as a liaison between parents, staff, and administration to ensure smooth communication.
• Draft, edit, and send newsletters, announcements, and other communications to stakeholders.
• Coordinate and manage the school calendar, including scheduling field trips, assemblies, and other events.
• Student and Family Support :
• Handle student enrollment and withdrawal processes, maintaining accurate student records.
• Assist with student attendance tracking and follow-up on absenteeism.
• Provide information and support to families regarding school procedures, schedules, and general inquiries.
• Accounts Payable & Financial Administration :
• Manage accounts payable, including processing and recording invoices, preparing payments, and maintaining accurate financial records.
• Work with vendors and school leadership to ensure timely payment of bills and resolve any discrepancies.
• Maintain accurate records of all financial transactions in compliance with school policies and procedures.
• Assist with budget tracking and expense reports.
• Coordinate with the finance department or bookkeeper to ensure compliance with charter school financial policies and regulations.
• Compliance and Record Keeping :
• Ensure compliance with school policies, state regulations, and charter requirements regarding documentation and records.
• Assist in the preparation of reports and data collection for regulatory compliance.
• Manage confidential student and personnel information in compliance with FERPA and other privacy regulations.
• Technology and Systems Management :
• Operate and troubleshoot office equipment such as copiers, fax machines, and computers.
• Input data into student information systems, maintaining up-to-date records.
• Assist with maintaining the school's website and social media platforms, as needed.
• Other Duties :
• Support the principal with special projects as needed.
• Perform other duties as assigned to ensure the effective operation of the school.

Qualifications :

• Education : High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Experience : Prior experience in an administrative or secretarial role, preferably in a school or education-related setting. Accounts payable or financial management experience is a plus.
• Skills :
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Experience with accounts payable and financial record-keeping.
• Ability to prioritize tasks, work under pressure, and meet deadlines.
• Strong organizational skills and attention to detail.
• Friendly, approachable, and able to interact professionally with students, staff, and families.
• Bilingual (preferred, but not required depending on the community needs).

Job Types: Full-time, Part-time

Pay: $17.63 - $21.00 per hour

Expected hours: 30 - 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Grants Pass, OR 97526: Relocate before starting work (Required)

Work Location: In person

Job Tags

Hourly pay, Full time, Part time, Relocation, Shift work, Monday to Friday,

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