Administrative Assistant

SAN DIEGO MISSION ACADEMY

Full-Time, Monday - Friday; 8 a.m. - 4:30 p.m.

Help Us Change Lives

We live by the motto that “There is a Student in Front of Everything We Do” and we are very passionate about it.  Do you have a passion to work with students? If so, then this is an exciting opportunity for you! You’ll have the opportunity to work with a diverse group of students supporting their growth and development. Remember the person who made a difference in your life? Now it’s your turn.

Learn more about us at https://learn4life.org/

How You Will Make an Impact

The Administrative Assistant performs varied technical and confidential administrative support duties for the school. This Position will provide administrative services for a multi-campus and multi-educational program system within a network of affiliated Public Charter Schools.

RESPONSIBILITIES/DUTIES: This list is illustrative only and is not intended to be a comprehensive list of tasks performed by this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Coordinate and facilitate special assignments, such as graduations, school board meetings.
• Provide assistance and support to School Administrative Management (e.g. calendar management, track employee time off requests & timesheets, substitute teaching assignments, school events, student/parent meetings)
• Research and compile data from a wide variety of sources
• Prepare statistical information for use in reports
• Assist staff with preparation of State mandated testing
• Work in conjunction with other divisions, departments regarding appropriate school and Organization practices (e.g. new hire orientation, employee benefits, payroll)
• Type, compose and edit correspondence, memos, letters, agendas and reports
• Attend school board meetings, take minutes and maintain official minutes of meetings
• Be an information source regarding school policies, procedures, and objectives
• Respond to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.)
• Receive calls and give out information where judgment, knowledge, and interpretation are utilized especially in the proper handling of confidential information
• Receive employee calls reporting unplanned absences or tardiness; report information to Site Management
• Refer complaints and matters of concern to appropriate Management for follow up on resolution
• Receive, review, and verify documents, records, reports, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Order office supplies and keep inventory
• Maintain the security and confidentiality of specific records, information, and files (including testing data)
• Maintain petty cash (including receipt handling, fund distribution and tracking); work with the Finance Dept.
• Perform special assignments as directed
• Adhere to attendance policies
• Administrative duties, responsibilities, and activities may be assigned or changed from time to time

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to adapt to changing work priorities
• Strong planning and organizational skills with an ability to meet deadlines and schedules
• Attentive to detail
• Demonstrate tact and courtesy
• Ability to work independently with little or no direction and within a team environment
• Strong interpersonal skills; Work cooperatively with all persons communicating tactfully and effectively in both oral and written form.
• Ability to interpret and carry out complex oral and written instructions
• Ability to interpret, explain, and successfully apply policies, procedures, rules, and regulations
• Speak and write effectively
• Able to apply good judgment in recognizing the scope of authority as delegated
• Able to operate standard office equipment including typewriter, copier, computers, fax

MINIMUM QUALIFICATIONS:

• Strong proficiency with MS Office applications (Word, Excel, PowerPoint, email)
• High school Diploma or GED equivalent; college coursework or office administration training
• 3 years of increasingly responsible administrative support experience
• Work experience in the private or public sector supporting successful interaction with the public
• Records management
• Data entry skills
• Typing speed of 45 wpm or greater

TRAVEL: Ability to travel to affiliate school campuses.

PHYSICAL REQUIREMENTS:

• Mental Demands: high workflow management, high project coordination.
• Finger Dexterity: using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• Talking: especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Average Hearing: able to hear average or normal conversations and receive ordinary information.
• Average Visual Abilities: ordinary acuity necessary to prepare or inspect documents or operate machinery.
• Physical Strength: sedentary work. Sitting most of the time, and occasionally exerts up to 10 lbs. of force (almost all office jobs).
• Frequent multi-tasking, changing of task priorities, repetitious exacting work required.
• Working in a noisy, distracting environment with frequent deadline pressures.