Elementary Office Assistant

Overview

An Elementary Office Manager plays a vital role in smoothly operating an elementary school's administrative office. Reporting to the Elementary Principal, the Elementary Office Manager is responsible for various skilled clerical, secretarial, and administrative tasks and serves as the elementary school's receptionist. The Manager assists the Elementary Principal in providing services to students, parents, and staff and ensures efficient communication with them.

This position requires strong organizational, communication, and interpersonal skills.

• Job Title: Elementary Office Assistant
• Job Type: Full Time
• Position Level: Experienced
• Salary Range: $40,000-$45,000

• Administrative Support:
  Maintain office services and efficiency by organizing office operations and procedures of day-to-day administrative tasks.
• Maintain office supplies and order necessary materials as needed.
• Handle incoming and outgoing mail, email, and phone calls.
• Prepare and distribute documents, reports, and correspondence.
• Enter work orders for maintenance or repair needs.
• Provide teacher support.
• Navigators of change: manage Google docs and printing of weekly certificates.
• All other duties as assigned by the Elementary Principal or designee.
• Student Records Management:
  Maintain accurate and confidential student records. Register, release, or transfer students as required. Maintain student files. Enter attendance data in a student information system; contact parents or guardians to report and verify excused and unexcused absences; track excessive absences or tardies. Collaborate with teachers and other staff to ensure accurate record-keeping.
• Parent and Visitor Communication:
  Greet and assist parents, students, and visitors who come to the office. Provide information about school policies, procedures, and events. Ensure a welcoming and professional atmosphere within the office. Provide administrative support to the principal, including routine correspondence and general communications, bulletins, newsletters, and notices. Assist with proofreading class newsletters for accuracy of information and dates.
• Scheduling and Coordination:
  Manage the Elementary school's calendar. Schedule appointments for parents, students, and the principal as needed. Assist in organizing meetings, events, and conferences. Collaborate with teachers and administrators to coordinate school activities; assist with special events.
• Substitute and Lunch Program:
  Manage and oversee substitute needs of the Elementary Division, including arranging for and managing the schedule of substitute coverage, acting as the lead point of contact for the substitute teacher, and ensuring substitute plans and materials are provided. Manage the school lunch program for Grades K-12, including vendor management and troubleshooting to ensure smooth delivery. Serve as main school contact for lunch vendors.
  
  Set up and maintain lunch baskets for elementary lunch distribution.
• Financial and Budget Support:
  Assist in processing financial transactions, including collecting fees and managing petty cash. Manage and track purchase orders for Elementary. Responsible for the ordering and distribution of Amazon orders. Assist the finance department with reconciling the principal’s credit card statements when needed.
• Emergency Procedures:
  Provide basic first aid to ill and injured students in the absence of a school health aide. Assist in handling emergencies and communicate information to staff, parents, and students as necessary.
• Technology and Equipment:
  Coordinate repair and maintenance of office equipment (computers, printers, fax machine, laminator). Change laminating film rolls when needed. Order supplies to maintain adequate backups. Assist staff and students with basic technology-related issues. Call for service and maintenance of all office machines.
• Reporting:
  Assist in generating reports related to attendance and student records. Track staff attendance. Assist in the preparation of report cards and progress reports.

• High school diploma or equivalent; at least two years of college-level coursework preferred.
• Minimum two years of office…