What are the responsibilities and job description for the Administrative Assistant position at AMETHOD PUBLIC SCHOOLS?

Job Description

Description : About Us

Amethod Public Schools (AMPS) is a mission and values driven organization. Our mission is to provide a rigorous college preparatory education and character development program that will prepare students from underserved communities to succeed in college and beyond. Our day-to-day work is embodied by a set of core values : Students First, Teamwork, Adaptability, Responsibility, Perseverance, Commitment to Distinction . We are looking for team members who exude these values and a passion for our mission.

POSITION SUMMARY

This position requires the knowledge of general administrative processes and procedures. Administrative Assistants are vital team members on the school team. They maintain the overall day-to-day functions of the front office and student data management. This includes performing duties and responsibilities in accordance with AMPS established processes and procedures.

Requirements :

ESSENTIAL DUTIES AND RESPONSIBILITIES

School Site : 60%

Open school daily
Answer incoming phone calls and take messages
Greet all incoming visitors
Ensure that all visitors properly sign in and out
Screen visitors and direct them as appropriate
Perform general clerical functions (e.g. copying, faxing, mailings, etc.)
Record student daily attendance
Sort and processes mail
Respond to inquiries from a wide variety of internal and external entities
Schedule appointments
Schedule annual school health exams and school photos
Support Site Director and or Administrative personnel as needed
Draft written responses or replies by phone or e-mail when necessary.
Administer first aid and prescription medications to students as needed
Create, and maintain student filling system
Create and maintain manual records for reporting purposes
Maintain and update student rosters
Create and distribute memos as needed
Maintain inventory of office supplies
Perform data entry

Database Management 20%

Input student daily attendance data into the school information system

Generate weekly and monthly attendance reports

Maintain student demographic information and perform updates to the school

information system as needed

Compile student demographic data and enter into the schools information system

Maintain inventory of school materials and ensure that all materials are properly

documented and accounted for (e.g. books, text books, tests, computers, school

equipment etc.)

Reporting Tasks 15%

Coordinate with the database manager to clear discrepancies that occur in the schools

information system for the purpose of state reporting

Accounting Related Tasks 5%

Collect, process and document money generated from the sale of uniforms and or

school supplies.

Collect various accounting forms and submit them to the accounting department in

accordance with established school procedures (e.g. time sheets, invoices, work orders,

receipts, requisitions, travel requests and or travel reimbursements, reimbursements,

purchase orders etc.)

Other Functions

Attend meetings as required

Maintain office equipment, and work areas

Coordinate and attend school programs and or activities as needed

Orient new site personnel regarding appropriate school processes and procedures

Oversee and train student workers

Other duties as assigned

QUALIFICATIONS

Required knowledge and skills :

Fluency in Mandarin or Spanish

Ability to work with frequent interruptions

Ability to multitask in order to meet deadlines and strong problem solving skills

Excellent attention to detail and Project management skills

Strong verbal and written communications skills

Ability to provide professional and courteous service

Experience and judgment to plan and accomplish goals.

Flexibility to work independently or as a team player

Ability to work with diverse groups or individuals

First aid, and CPR certification (certification furnished)

Intermediate computer knowledge required : Microsoft Word, Excel, Office Suite and Email

Must be knowledgeable of or willing to learn and use school information system (Powerschool)

Education :

Bachelor’s Degree preferred or equivalent work experience

Minimum of 2-3 years administrative experience

Physical Requirements :

Ability to stand, sit and move between workstations

Read monitors and paperwork

setup audiovisual equipment as needed

Job requires lifting of boxes of up to 20lbs.

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