Office Assistant

## Description

**Primary Function:** The Office Clerk’s primary responsibility is to assist the Office Manager with the day-to-day operations of the campus. The Office Clerk supports the needs of students, employees, and volunteers and maintains a clean and courteous office environment. With direction from the Office Manager and School Leader, this position manages daily communications to and from the front office.

**Essential Functions:**

• Manage daily communications in front office, including, but not limited to:
• Answer phones, answer gate, greet and assist guests;
• Volunteer sign in/out according to policy;
• Receive and distribute mail and packages;
• Assist parents & prospective parents with inquiries;
• Execute system for school mailings and communications in all languages.
• According to policies and procedures, assist with academic compliance, which includes, but is not limited to:
• Maintaining accurate student records, managing enrollment and daily attendance, coordinating requests for independent study, and support with progress report distribution.
• Managing student records, enrollment, and attendance for audit purposes;
• Maintaining procedures related to information distribution and collection related, but not limited, to student records, parent volunteers, events, field trips, etc.
• Ensure accuracy of data in PowerSchool and other school tracking systems/databases.
• According to policies and procedures, assist with campus operations, including, but not limited to the areas of health/safety, fiscal policies, compliance, event planning and field trip management and logistics.
• Coordinate parent volunteers, ensuring volunteer and visitor policies and procedures are followed.
• Supervise students during designated periods of time as needed and per your supervisor's direction.
• Responsible for caring for students who need basic medical attention including, but not limited to:
• Attend to sick and injured students;
• Administer first aid and medications as allowed by law;
• Communicate with parents and teachers regarding students’ health;
• Follow school protocol for documenting and managing incident reports.
• Assist with administrative clerical duties, including, but not limited to:
• Filing (student records, emergency contact forms, attendance notes, progress reports, etc.);
• Updating documents according to procedure (student directory, staff contact list);
• PowerSchool maintenance (entering lunch, afterschool, attendance, running reports, etc);
• Assisting with volunteer tracking and task delegation;
• Maintain clean front office space, including, but not limited to:
• Organizing & updating all main office binders: emergency, incidents reports, medical logs, Board information;
• Maintaining information and materials for parents, guests, students, employees;
• Keeping a fully stocked office space with supplies and functioning equipment;
• Work with Network Support to process purchase requests
• Maintaining an orderly presentation of any and all information and materials.
• Communicate with parents, staff, and teachers on procedures; support them with all office requests.
• Communicate effectively, both orally & in writing, and in a timely and respectful manner with students, parents, & other professionals routinely.
• Maintain confidentiality of sensitive information
• Serve as Spanish interpreter, as needed.
• Model professional behaviors and ethical standards when dealing with students, parents, peers, and the broader community.

**Other Functions:**

• Perform other duties as assigned.
• Assist in other school programs when necessary.

**Knowledge of****:**

Excellent communication skills, both verbal and written; Excellent interpersonal skills and a collaborative work style; Communicating policies and procedures; Implementing best practices; Professional skills for collaboration and teamwork with other professionals; using basic office equipment; proficiency in Microsoft suite.

**Ability to:**

Communicate effectively both verbally and in writing with all stakeholders; Work collaboratively and professionally with the Larchmont Schools team; Follow instructions from supervisor; Ability to manage many tasks and requests at the same time, open to direction and has commitment to get the job done; Use modern technology for various responsibilities; Operate and thrive in a start-up, community environment; Manage many tasks at one time; Take direction, collaborate, and critically think through problems and propose solutions to supervisor.

**Physical Requirements****:**

Continual speaking; frequent sitting, reaching, walking, bending, grasping and pinching; occasional lifting and carrying, squatting, twisting or kneeling.

**Environment:**

Uneven surfaces, noise, quick work pace; Required to work effectively under stressful situations and respond to the unpredictable behaviors of students; Frequent use of computer screen; Occasionally involves working outdoors and exposure to inclement weather; Infrequently involves exposure to traffic congestion; May rarely involve exposure to biohazardous waste.

**Other Requirements:**

Support the Mission and Vision of the School; exercise good judgment and moral character; fingerprint clearance & TB test clearance. Larchmont Schools has the right to revise this job description at any time. Larchmont Schools is an EQUAL OPPORTUNITY EMPLOYER.

## Qualifications

(\*) Bachelor’s degree (preferred); or one to two years related experience and/or training; or equivalent combination of education and experience

(\*) Charter School office experience (preferred)

(\*) Familiarity working with school-aged children

(\*) TB Test clearance & DOJ finger printing clearance

(\*) A demonstrated commitment to strong customer service, high professional ethical standards and a diverse workplace

(\*) Possess/maintain valid Adult and Child CPR/First Aid/AED certification