Operation Assistant I

JOB SUMMARY

The primary responsibility of an Operations Assistant is to assist the Director in completing various tasks effortlessly. A person in this capacity must be malleable to become the primary point of contact before engaging with the Director. The Operations Assistant is responsible for organizing and maintaining an efficient and effective environment by handling a variety of tasks for the administration, staff, students, and parents of the school. Assists the Director/admin and school staff in the performance of responsibilities to improve workflow. Daily tasks of answering phone calls, greeting visitors, organizing files, scheduling meetings, maintaining calendars, ensuring deadlines are met, making travel arrangements, taking notes at meetings, typing up documents, filing, inputting information into our database, organizing and maintaining financials and ensure supplies are stocked. The Operations Assistant is very self-motivated, capable of working without supervision, able to prioritize work assignments as they come in, flexible, and has great critical thinking skills.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following. Employees in this position perform all the following tasks. Other related duties may be assigned.

1.     Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Director.

2.     Collects tuition fees and other funds from parents, students, and visitors as instructed by the Director.

3. Evaluate situations involving other staff, students, parents, the public, police, and probation department, for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.

4.     Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.

5.     Maintains inventory of student and building supplies and materials for the purpose of ensuring items’ availability.

6.     Prepares written materials (for the purpose of documenting activities, providing written references, and/or conveying information.

7.     Processes documentation and for the purpose of disseminating information to appropriate parties for action.

8.     Assist the School Director, Parent Coordinator, and volunteers in coordinating special events; by maintaining and keeping calendars updated on all building rentals, events, scheduled drills, meetings, and all other important dates.

9.     Work in conjunction with the School Director and Dietary Supervisor on the School Nutrition Program as needed (e.g. processing meal applications, assisting with verification procedures, creating monthly meal schedules, and tracking food inventory).

10. Ensure the effectiveness of daily operations by providing detailed reports to the Director of all given tasks and duties ensuring the efficiency of the building.

11. Adhere to all mandated confidentiality clauses established by the school.

12. Adhere to MDE’s Code of Ethics for the state of Mississippi.