2026-27 Substitute Office/Health Aide (Classified) at Blue Oak Academy & Sycamore Valley Academy

Office Assistant

Substitute Office/Health Aide assignments are available during the regular school day (between 7:45AM-4:30PM).

Job Purpose:

The Office Assistant supports the duties of the School and contributes to the effective, organized, day-to-day functioning of the School by providing a wide variety of secretarial and clerical duties. This individual interacts with parents/guardians, students, and the public frequently, and must reflect the values and the mission of the School at all times. The Office Assistant contributes their talents to support an excellent school program and positive school culture at the Charter Schools within The Academies Charter Management Organization.

Team Relationship:

The Office Assistant is directly responsible to the Principal, Vice Principal, or other Administrator, as indicated on The Academies CMO Organizational Chart, and works closely with The Academies CMO administration and support staff and school site administration and school site staff.

Essential Job Functions:

• Screens office visitors and telephone calls for routing to the proper areas.
• Greets and directs all substitute to their assignments and providing a work schedule, when applicable.
• Answers questions regarding classes, activities, or programs; refers people to other sources of information.
• Assists with maintaining school site calendars.
• Schedules appointments for school site administrators, as needed.
• Makes arrangements with approved vendors for ongoing school site contracted services, as needed.
• Responsible for the student admissions process of new and exiting students.
• Responsible for student attendance tracking and reports.
• Operates office machines and computer software used at the School, including the attendance software, and prepares attendance reports.
• Types materials of a confidential nature such as letters, reports, bulletins, announcements, memorandums, and other documents, as needed.
• Liaison between the school site and the parent-teacher organization (PTO).
• Maintains the security of student records.
• Supports the trimester report card process.
• Composes letters dealing with routine school activities independently or from oral or written instruction, such as save-the-date reminders, directions for parents, or invitations to school events.
• Receives, opens non-confidential mail, and routes mail.
• Prepares, compiles, and maintains accurate and complete records and reports, including student attendance, cumulative files, parent involvement records, and other files.
• Maintains the student bus transportation user list and waitlist for the school site.
• Tracks and confirms all bus transportation requests for field trips and arranges for charter bus transportation, when needed.
• Ensures proper documentation of all Independent Study work.
• Maintains the site volunteer list, ensuring protocols are followed and documentation is properly stored.
• May assign work to office volunteers and student aides.
• Collects invoices and prepares invoice batches correctly coding items for accurate accounting.
• Collects incoming cash and checks correctly noting and coding each one for deposit.
• Reports all donations received to the appropriate staff.
• Responsible for school office supply and materials inventory, following protocols for approval.
• Assists students who are ill or injured, providing first aid if required, and administers medication.
• Monitors the safety and security of students.
• Communicates effectively with Students, Parents/Guardians, Visitors, Teachers and Administrative Staff.
• Helps the Charter School staff maintain a respectful, safe, and nurturing learning environment.
• Performs other related duties as assigned.

Job Qualifications:

Education/Certifications

• High school graduate. (required)
• 12 units or more of college level coursework completed. (desired)
• Basic first aid certificate. (required before start date)
• Spanish language fluency. (desired)

Experience

• Two or more years' experience in office management or as a secretary/receptionist, preferably in a school setting. (desired)
• Past participation in school events. (desired)

Skills, Knowledge and/or Abilities Required

• Friendly and courteous demeanor.
• Knowledge of school operations and procedures.
• A love for students and learning.
• A commitment to the mission of the Charter School, and an enthusiastic support for the Charter School's educational philosophy.
• Appropriate use of standard English language, in writing and in speech.
• Appropriate use of standard Spanish language, in writing and in speech (desired).
• Ability to take initiative and follow through on assignments.
• A positive role model for students.
• Strong organizational skills and detail-oriented personality.
• Ability to establish and maintain positive and effective working relationships with students, teachers, co-workers, and the public.
• Ability to word-process and use suitable computer software applications (Microsoft Office, Google Suite, Adobe, etc.)
• Ability to operate a copier, laminator, and similar school machines.
• Ability to understand and effectively carry-out verbal and/or written instructions from school leadership.
• Familiarity with or willingness to be trained in procedural compliance.
• A proactive and effective approach to student discipline aligned with the school's discipline policies.
• Effective conflict resolution skills.
• Integrity in all his/her dealings with the school community; is respectful, thoughtful, honest, and fair.
• Ability to follow established procedures in an emergency situation.

The Academies Charter Management Organization Board will consider candidates for the Office Assistant position based upon a combination of education/certifications, experience, skills, knowledge and/or abilities, and mission fit.