Administrative Assistant

Job Description

Job Description

Description:

Job Title: Administrative Assistant

Location: Campus

Job Type: Full-Time; Hourly

Reports To: Head of School

Job Summary:

As the Administrative Assistant you serve as the first point of contact for all visitors, parents, staff and children. As the ‘face’ of the school, you must be welcoming, personable, helpful and able to represent the School in a professional and friendly manner. It is essential that the person in this role is organized, able to multi-task, and works flexibly.

Desired Attributes:

• Professes a strong Christian faith in Jesus Christ and demonstrates regular attendance at a Bible-believing church aligned with the CSAGH Statement of Faith.
• Agrees with and upholds the principles outlined in Articles II, III, and XII, section 1 of the Constitution of the Christian School Association of Greater Harrisburg, Pennsylvania.
• Exhibits a clear commitment to Christian Education and a wholehearted embrace of CSAGH's vision.
• Self-motivated, dynamic, well-organized, and adaptable individual with a genuine desire to connect with, nurture, and minister to students and athletes.
• Cultivates healthy and positive relationships with students, parents, colleagues, and school administration.
• Willingness to participate in professional development and training as required.

Key Responsibilities:

• Ensure the safety and security of the school at all times, making sure that the front door is locked and entry to the premises controlled.
• Grant access to individuals entering the building (i.e. visitors, parents, students, vendors, etc.) and/or directing individuals to the appropriate location in accordance with established building security procedures, ensuring that all visitors sign in and take a visitor badge where necessary.
• Act as first point-of-contact for all incoming phone calls, relays messages, responding to inquiries and transfers calls as appropriate, providing a customer service approach with all interactions.
• Maintain presence at the front desk at all times.
• Coordinate bus dismissal and parent pick-up for the students; conclude dismissal once the last child has been picked up.
• Maintain building information (i.e. use schedules, staff directories, emergency contacts, etc.) for the purpose of providing reference information.
• Provide for children’s personal needs such as attending to those who are sick or hurt when the School Nurse is not present.
• Track student attendance and absences; use reporting software and generate reports for internal and external use.
• Direct students to appropriate personnel as needed.
• Collect and distributes forms that students or staff hand in for field trips, fundraising, etc.
• Manage the substitute teacher roster; monitors the time-off schedule, contacts substitutes and fills in schedule.
• Announce dismissals for student appointments and athletic events.
• Contact parents when dress code violation is given.
• Support Principals with projects, scheduling appointments, routine tasks, and student needs.
• Maintain student and staff confidentiality in all circumstances.
• Assist with new parent orientation program.
• Assist with association meetings, parent/teacher conferences, in-service days, etc. by maintaining a presence at the front desk for questions and directing personnel.
• Compile and distribute required state reporting; Pennsylvania Non-Public School Enrollment report (fall semester) and the Average Daily Membership report (summer).
• Perform other duties as assigned by supervisor.

Qualifications:

• High school diploma or equivalent required.
• Minimum of two years of secretarial experience required, preferably in a K-12 environment.
• High degree of skill with Microsoft Office Suite (e.g. Word, Excel, Publisher and other office/management computer software).
• Follows policies and procedures; completes administrative tasks correctly and on time and supports organization’s goals and values.
• Prioritizes and plans work activities; uses time efficiently and sets goals and objectives.
• Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality and monitors own work to ensure quality.
• Meets deadlines; completes work in a timely manner; strives to increase productivity and works quickly.
• Able to work as part of a team.
• Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.
• Displays strong interpersonal skills, and written and verbal communication skills
• Excellent organization to manage multiple projects, phone calls and incoming traffic, etc.
• Willing to engage in professional development training as needed.

Physical Requirements:

• The ability to stand, sit, move around the office for extended periods, use hands to handle or feel, and reach with hands and arms.
• Lifting, bending, and carrying classroom materials and supplies.
• Operate a computer and other office machinery such as a copy machine.
• Effective communication, both verbal and written, and listen regularly.