da Vinci Schools Administrative Assistant

da Vinci Administrative Assistant

REPORTS TO:
MS/HS Principal/Assistant Principal/Superintendent

EMPLOYED BY:
Board of Directors

Position Vision To be the friendliest, kindest, most empathetic and understanding, non-judgemental, greeter to the school.
To perform tasks with the utmost accuracy and attention to detail.

Detailed Job Purpose Statement: To greet students and their families, and members of the public, with warmth, compassion and understanding. To answer questions, refer individuals to the appropriate office or person, communicate information, and provide clerical support with accuracy and follow through.

School Calendar: First week in August through last week in June, as determined by the administrator. Part time in July as needed for office coverage or special projects.

Days off: MLK Day; Presidents Day (2); 1 week over Spring Break; Memorial Day; 2 days at July 4th, 2 weeks in Summer, Labor Day; Thursday/Friday of Thanksgiving; 2 weeks at Christmas; 35 total days off.

Hours: Monday – Thursday 7:00am – 3:30pm & Friday 7:00am – 3:00pm

RESPONSIBILITIES:

• Greet all visitors, staff and students in a warm, welcoming pleasant and informed manner

• Greet all people in a friendly, empathetic manner, use de-escalation techniques to calm and listen to people, and move them to appropriate space away from the front office area.

• Answer phone calls in a warm, welcoming, understanding, empathetic, pleasant and informed manner, using message slips/book for the best accountability and follow through. Use de-escalation techniques to calm and listen to the caller, to provide the best customer service.

• Keep entry foyer, front office area and desk area straightened and organized to convey a warm, organized, professional and informed workplace

• Create system of trays and binders to eliminate piles of miscellaneous paperwork
• Keep desk and computer free of piles and post-its to promote an organized workspace

• General organization of entire office area

• Maintain side offices, no clutter
• Maintain copy area, organized, no clutter
• Purge unneeded materials and supplies

• Respond to inquiries from students, parents, staff and the public

• Forward requests for information to the appropriate staff member, using duplicate forms or email, for the best accountability and follow through

• Responsible for accuracy of all key PowerSchool and system functions of data entry, including enrolling students in all systems, using documented entry/exit form for accountability and follow through, including birth certificate and immunizations, as well as exit and graduation procedures, purging CA60s, and CA60 maintenance.

• Responsible for accuracy of all testing data recorded in PowerSchool

• Responsible for keeping all school information confidential, concerning school business, students, parents and da Vinci employees

• Maintain office calendar in Microsoft Outlook

• Coordinate shared calendars with all office staff

• Responsible for attendance and truancy report submissions

• Daily attendance accuracy, including teacher attendance accountability
• Accuracy of sign in sheet to PowerSchool
• Daily phone calls home
• Truancy reports for all students under 16 to truancy officer

• Responsible for all count day paperwork

• Accuracy of all student schedules
• Accuracy of paperwork to PowerSchool
• Accurate completion of all other requirements
• Balance daily attendance with 75% attendance on PowerSchool
• 75% Attendance daily/annual

• Responsible for storage, documentation and dispensing student medication under allowable circumstances

• Documentation binder kept up to date
• All medications labeled and stored in locked area

• Supervision of students waiting in the office

• Separate from social settings
• Calming any heated incidents and helping the student with conflict resolution as needed

• Financial Responsibility

• Collect technology fees and keep accurate records of who has paid
• Change bag accuracy and balanced weekly
• Other funds as needed, and kept balanced
• Responsible for keeping money storage locked

• Responsible for accuracy of PowerSchool calendar, year and course schedule, scheduling students, TSDL, transcripts, and other records

• Responsible to create/update procedural binder

• PowerSchool
• Miscellaneous office procedures

• Enrollment

• Attendance and truancy

• Calendar set up

• Reports

• Finances
• Book Deposits
• Count Day
• Day to day routine activities

• School year purchase orders

• Enter all material and supply requests into MUNIS, with specific delivery instructions
• Maintain hard copies for accuracy and follow up
• Check in all materials with packing slips and purchase orders
• Deliver materials/supplies to classrooms

• Mailings

• Assistant to the Superintendent

• Acts as school board liaison.

• Manages all reporting to the authorizer, Central Michigan University.

• Manages MCIR immunization reporting to track students and work with parents to ensure immunizations are up-to-date.

• Acts as office assistant as needed, ensuring areas are clean and free of clutter.

• Acts as a liaison between community, school, and other internal/external stakeholders.

• Seeks out ways in which to grow and improve as an administrative assistant via trainings and professional development

• Completes forms in accordance with school and district procedures

• Completes State of Michigan end of year reporting requirements.

• Generates and distributes reports as appropriate.

• Maintains master schedule and event calendars; cross-references with district timelines and facility availability.

• Opens, reads, and distributes mail and materials, and prepares routine letters.

• Sets up and maintains paper and electronic filing systems for records, correspondence, and other materials.

• Works with the ISD Business Manager to manage accounts payable and receivable recordkeeping.

• Ensures the front desk runs smoothly and projects the best possible image for visitors and other stakeholders.

Preferred Qualifications:

• AA/AS or Secretarial/Customer Service Experience

• Advanced Technical Skills for Google, MS, Excel, PowerPoint, PowerSchool

• K12 School Experience

The successful candidate will:

• Be personable, kind, empathetic and non judgemental

• Be organized, have the ability to multitask and great attention to detail

• Pass a pre-employment background check

Salary and benefits:

Starting salary is $28,800. Benefit package may be available including health/vision/dental, for the right candidate. Salary is based on 225 work days (35 days off).

Please include a separate PROFESSIONAL RESUME that shows exceptional attention to detail. Include details of breaks in employment and include personal and professional references.

Job Type: Full-time

Pay: $28,800.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $28,800