School Office Administrative Assistant

Administrative Assistant

Envision Academy seeks an Administrative Assistant to coordinate our front office in a diverse, compassionate school community at our Downtown Oakland Science Academy High School.

Our mission is to transform the lives of students – especially those who will be the first in their family to attend college – by preparing them for success in college, career, and life. We are committed to becoming an exemplar network of schools with an instructional and cultural vision rooted in an anti-racist and pro-Black framework. Our approach is designed to increase student engagement, deepen integration and understanding, promote active learning, and ensure college success.

The Position

The Administrative Assistant plays an important role as the "face" of the school. This position has regular contact with students, families, staff, and school leadership team. Qualified candidates must be organized and experienced with juggling multiple projects at one time; someone who is flexible, likes working in a team environment, can creatively problem solve using strong emotional intelligence and technology know-how, has a good sense of humor, and has excellent verbal and written communication skills.

Key Responsibilities

• Front Desk, Phones and Bilingual Communication
• Check-in late students and make attendance calls
• Administer basic first aid to students
• Answer phones and receive visitors in a friendly, professional and informative manner
• Provide Spanish translation for parent meetings, phone calls, and written communications (including 1-2 evenings per month)
• Communicate with families in English and Spanish to support student success
• Office Organization
• Implement a system for organizing office spaces, including desks, cabinets, and common areas.
• Regularly declutter and reorganize to maintain an efficient and conducive work environment
• Order supplies as needed
• Organize the distribution of Chromebook computers in the office
• Help to manage facilities and custodial services as needed
• Keep Accurate Records
• Procedures for maintaining school records, ensuring consistency and accuracy.
• Conduct regular audits of records to identify and correct any discrepancies.
• Request cumulative files for incoming students within one week of enrollment
• Collect student documents by student start date and file within two days
• Adherence to Scheduled Hours
• Create a daily schedule outlining tasks and their estimated durations to complete task in a timely manner
• Punctuality and Time Management
• Attendance Tracking
• Follow the specific times designated for "focused" task completion to complete attendance daily and file accordingly.
• Update attendance records daily to reflect accurate student tardiness and attendance
• Maintain attendance, student, and general office files and assist with faxing and copying
• Update daily attendance in PowerSchool and print daily attendance reports
• Efficient Paperwork Management
• Use the filing system in place for organizing paperwork
• Prioritize Task
• Food Handling and Sanitation
• Adhere strictly to food safety guidelines and protocols set by the school or relevant authorities
• O versee food service and serve breakfast and lunch every day
• Community Collaboration
• Takes proactive steps to support teammates and community members
• Effectively communicates
• Upholds the pro-Black, anti-racist vision of the district and does not display microaggressions
• Assist with planning and coordinating school events and activities
• Assist with student recruitment and enrollment, including tours, events, and family communications
• Collaborate and communicate effectively with Office Manager, Principal, and other office/school staff
• Other Duties as assigned by Office Manager or Principal

Qualifications

• 5+ years experience in an administrative office role, preferably at a school site.
• Bilingual Spanish speaker.
• Demonstrated success working with parents and families, especially Black, African American, Latino/a/x, and immigrant families.
• Receptiveness to feedback and desire to continuously improve to meet outcomes.
• Ability to use functional software (e.g., PowerSchool), and/or to quickly learn new platforms
• Commitment to the mission of Envision Education.
• Commitment to anti-racist and pro-Black ideologies in the workplace.
• Once hired, continuous current California residency.

Physical Demands

• While performing the responsibilities of the job, the employee is required to: talk and hear when answering phones and greeting visitors; sit, stand, and use their hands and fingers while typing; walk, reach with arms and hands, or lift and carry heavy items such as office supplies or catering deliveries; read and use close vision with extended screen time.

Compensation & Benefits

• The salary range for this role is between $26-$33 and is dependent upon years of aligned experience. This is a full time, 11-month position (August-June annually, with option for potential summer hours in July, pending budget and school site needs.)
• Paid sick leave.
• Paid vacation time.
• Excellent health benefits package with employer contribution to benefits.
• Optional Flexible Benefits Plan including dependent care, medical care, parking, and commuter benefits.
• 403b Plan.
• Life Insurance at no cost to employee.
• Access to ongoing opportunities for learning, professional, and leadership opportunities.

As an equal opportunity employer, we believe deeply in diversity and are committed to creating an inclusive environment for all people. Envision Education recruits, employs, compensates, and promotes regardless of race, religion, color, national origin, gender, disability, age, veteran status, and the many other characteristics that make us diverse.