Administrative Assistant/Front Office

Title: Administrative Assistant/front office

Report to: Head of School

Shift Type: Full time position

Contract Term: 12 months

Location: Islamic School of Irving

Purpose Statement: The job administrative was established for the purpose/s of greeting visitors; responding to telephone and written inquiries from staff, the public, etc. to provide requested information and/or referral to other parties; and providing general clerical support assigned by Administrators. 

Job Description: This job is distinguished from similar jobs by the following characteristics: required initiative, interpersonal skills; independent work execution and the ability to respond to a high volume of inquiries regarding school requirements, policies, procedures and activities. 

Minimum Requirements:

• High school diploma
• Previous Experience working with children
• Must be able to pass a local criminal history check, a fingerprint background check
• Must be eligible to work in the United States

Responsibilities:

• Answers phone calls in a pleasant, informed manner for the purpose of providing information and creating a good image of the school
• Manages telephone message system (office hours, inclement weather and other recorded messages)
• Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or directing them to appropriate personnel. 
• Assists in all aspects of maintaining a professional front office, including but not limited to, fielding and directing incoming phone calls to the appropriate staff member in a timely, professional manner, filing and copying and faxing of sensitive information.
• Understands, accepts, and abides by the School’s philosophy and mission statement in all his/her school activities.
• Develops a positive, welcoming and caring climate in the Front Office.
• Distributes procedural information (e.g. fliers) for the purpose of disseminating information to interested parties. 
• Distributes US mail, incoming materials and packages, supplies, messages, etc. for the purpose of disseminating materials to appropriate parties. 
• Evaluates situations and inquiries (e.g. involving other staff, students, parents, the public, police etc.) for the purpose of directing to the appropriate personnel for resolution. 
• Performs record keeping and clerical functions (e.g. update databases, standardized report generation, prepare mailers, filing, etc.) for the purpose of supporting assigned Administrators or departments.
• Consistently exhibits high standards of professional conduct.
• Arrives punctually, be prepared for each school day, and maintains regular attendance.
• Provides for children’s personal needs such as attending to those who are sick or hurt; administering medications as prescribed by a physician in accordance with training and authorization in the absence of the school nurse.
• Requires basic clerical skills and knowledge of office practices and procedures that involve the operation of standard office equipment such as personal computer, copier, fax, and associated equipment that can be learned on the job within several months.
• Assists students and others with routine problems and will refer non-routine items to a supervisor.
• Works with courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team.
• Able to sit or stand for extended periods of time
• Lifts supplies and materials weighing up to 25 pounds.
• May be assigned to work in Guidance, Student Services, Curriculum, or the general office.
• Type routine correspondence, memoranda, reports, records, bulletins, orders and other office documents from sources such as rough drafts, notes, and oral instructions.
• Receives, counts, opens, unpacks, dates, stamps, records, sorts and distributes incoming mail, documents, books, materials and supplies following established procedures.
• Sorts and stamps out-going correspondence, addresses envelopes and packages, and prepares printed matter and other material for mailing.
• Receives and refers visitors, takes telephone calls and messages, and provides routine information upon request.
• Enters information or data to personal computer or computer terminal following established procedures.
• Able to read, comprehend and apply job-related written material and make decisions in accordance with applicable school system policies and procedures..
• Able to communicate effectively, orally and in writing.
• Able to establish and maintain satisfactory working relationships with other employees, children, and the general public.
• Able to write legibly.
• Able to honor confidential information.
• Effectively perform all other duties as assigned by Principal.
• Work with ordering and managing textbooks
• Must be eligible to work in the United States.

Other Functions

• Assists other personnel for the purpose of supporting them in the completion of their work activities. 

 KNOWLEDGE:

• Required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.
• Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: professional telephone etiquette and computer software (e.g. Microsoft Word, Excel, School-related software). 

ABILITY:

• Required to schedule activities; gather, collate, and/or classify data; and use basic, job-related equipment.
• Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize specific, job-related equipment. 

FLEXIBILITY

• Required to independently work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods.

PROBLEM SOLVING

• Required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited.
• Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; working with frequent interruptions; maintaining confidentiality and displaying tact and courtesy.