Administrative Assistant

Summary:

The Administrative Assistant’s role is to develop and maintain an office environment that serves as an information center for interested persons, families, and staff in a professional manner. An employee of IMS models the IMS Mission, Values, and Montessori principles for Montessori Guides, children, and families in the school community.

Basic Qualifications:

• Preferred: Associate’s Degree in Business Administration or equivalent Experience.
• 2-3 years experience in administration
• Proficiency in Microsoft Office
• Proficiency in Google Suites
• Preferred Experience with School Management Software such as (Procare, Mailchimp, Sign-Up Genius, Transparent Classroom, etc.)
• Pass all background checks required by OCFS
• Meets school/state health requirements, including TB test, immunizations, and physical.
• Able to lift 50 pounds.
• Able to squat, stand, and sit for 2 hours or more at a time.

Hours: Monday - Friday 9:00 am - 5:30 pm

Duties & Responsibilities:

General:

• Arrive on time, ready to work each day.
• Adhere to the guidelines of attendance and time off policies.
• Be committed to fulfilling the obligations of the offer of employment per the dates on the offer letter.
• Care for the Ithaca Montessori School building and school grounds in a courteous way, participating in daily maintenance of shared spaces.
• Read, review, and comply with all policies of the IMS Employee Handbook.
• Read, review, and comply with all policies of the IMS Family Handbook.
• Adhere to IMS policies regarding confidentiality.
• Material Orders:
• Inventory/order of office supplies
• Inventory/order of cleaning supplies

Montessori Philosophy

• Understand and promote Montessori philosophy and curriculum through continued professional development.
• Understand and promote the school’s mission, purposes, objectives, and policies to families and staff in a positive and supportive manner.

IMS Mission and Core Values:

• Adhere to IMS Core Values of Love, Respect, Integrity, Peace, and Excellence for all members of the IMS community. Engage with children, families, and staff as an early childhood professional committed to respect, integrity, and kindness toward others.

Professional Development:

• Attend appropriate Staff, Lead, and Classroom Meetings, Staff Retreat, Professional Development Sessions, Community Events, Parent Appreciation Nights, Open House, and Parent Education Nights.
• Maintaining an ongoing 30 hours of professional development every two years per OCFS regulations.
• Attend the New York National Association for the Education of Young Children for continued professional development.

Staffing Support:

• Maintain an employee emergency phone tree.
• Label mailboxes in the staff lounge for all new employees.
• Provide classrooms with the most up to date allergy and emergency information for children as needed.
• Update and post all classroom teacher bios and class schedules outside of the classrooms as needed.
• Update and post all school-wide event posters outside of each classroom.
• Classroom/school-wide inventory data input.

Communications:

• Handle all front line communications for the school.
• Greets and ID all incoming visitors for the purpose of ensuring that guests sign in/out as required.
• Answer telephone, record, and distribute messages as necessary.
• School-wide Communications: health notices, updates for upcoming events
• Create and update snack rotation lists for IMS.
• Maintain confidentiality of all school matters.

Student & Family Records:

• Create and maintain red emergency contact books for each classroom and Administrative Team.
• Create weekly attendance and wellness sheets for staff and students - add or delete individuals as needed, collect and file at the end of the week.
• Maintain and disperse school directory and other organizational charts & spreadsheets as requested
• Student File Maintenance: OCFS required forms, medical, immunizations, medical/topical forms
• New student paperwork - email, review, print, create student folder, create a parent folder for the classrooms.
• Existing student paperwork - email parents any expired paperwork, update with any new information, update parent’s folders as needed
• Emergency Contact (Redbook) - Keep emergency rosters and allergy list current school-wide. Provide sheets for new students to Admin, class, before/after school programs.
• Procare, Mailchimp, Sign-Up Genius, and Transparent classroom- data entry and maintenance, report gathering.
• Creating student forms templates in DocuSign, and sharing with IMS families accordingly.
• DSS - fill out monthly paperwork, submit to DSS.
• File and maintain all office-related materials.
• Assist Program Director with Admission procedures and follow up on required paperwork.

Safety:

• Understand and ensure compliance of all OCFS regulations, including ensuring that children are supervised at all times, that proper ratios of staff to children are maintained at all times, and that children are signed in and out of the school program as they arrive and depart.
• Ensure children are released only to individuals designated as authorized transporters.
• Maintain a clean, orderly and attractive environment including upkeep and inventory of materials.
• Perform cleaning tasks as required.

Grounds / Physical Plant:

• Open the school building in the morning and/or secure the building during the closing shift.
• Maintain the front foyer area looking neat, clean, and professional.

Other:

• Supervisor on Duty rotation and provide front desk coverage.
• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Other duties as assigned.
• Prepare deposits from tuition payments for the OD to take to the bank.
• Post tuition payments and credits to student accounts through Procare.

Job Type: Full-time

Pay: $39,000.00 - $43,000.00 per year

Benefits:

• 401(k) matching
• Employee discount
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Administrative: 2 years (Required)

Work Location: In person

Salary : $39,000 - $43,000