Mosaic - Office Assistant

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ACCEL Schools is seeking a friendly, energetic and ethical School Office Assistant to manage all office functions and act as the first point of contact for students, parents and the general public interested at Mosaic Classical Academy in Toledo, Ohio.

Be part of the difference at Mosaic Classical Academy! We embrace the Trivium model, a time-tested approach to education that nurtures critical thinking, strong communication skills, and a love of learning. With small class sizes, a structured curriculum, and a focus on character education, we ensure students develop strong academic foundations and moral integrity. Give your child an education that stands the test of time!

Mosaic Classical Academy is part of ACCEL Schools, an established network of public charter schools serving K‑12 students throughout the United States since 2014.

The School Office Assistant reports to and works collaboratively with the Principal to receive inquiries about the school, maintain accurate student records, assist with human resource needs, and fulfill all clerical needs. All duties are carried out in full compliance with Federal Educational Records Privacy Act (FERPA) regulations.

• Work with school leadership to meet goals, create a welcoming and team-oriented atmosphere, and build an open and honest culture in line with company values.
• Manage school-wide phone, email, and in-person communications:
  • Answer phones
  • Greet/direct visitors and students arriving at the office
  • Implement registration, badging and visiting procedures for parents and guests
  • Help create and distribute school newsletters, surveys, and other notifications
  • Assist with school events such as Parent Orientation, Open House, school outings, and field trips
  • Ensure a clean and welcoming environment is maintained
• Support student enrollment goal and retention processes:
  • Participate in information sessions
  • Produce welcome packets and mailers
  • Conduct tours and student/parent orientations
  • Input student and staff data into the appropriate systems
  • Request and obtain records for newly enrolled students
• Achieve compliance with all federal, state, local and school student record-keeping requirements:
  • Ensure 100% on-time and complete daily attendance submissions
  • Complete all required steps of the truancy process
  • Process student withdrawals
  • Prepare and maintain transcripts
  • Fulfill records requests within policy guidelines
  • Establish and maintain student cumulative files and other records securely and confidentially per federal, state and local regulations
  • Participate in annual student record audits
• Perform administrative support functions:
  • Preparing reports
  • Filing
  • Processing incoming and outgoing mail and packages
  • Coordinating meetings and events
  • Maintaining calendars
  • Maintain appropriate levels of office supplies and other material inventory
  • Log and report issues pertaining to office equipment, technology, custodial, and facilities
• Maintain up-to-date transportation logs and coordinate with transportation officer and vendor as needed
• Maintain meal count lists and communicate monthly food calendars
• Ensure timely and accurate completion of human resource processes:
  • I‑9 verification for new hires
  • Weekly time & attendance submissions for 100% of staff
  • Offboarding
• Actively participate in school staff meetings, committee meetings and professional development events
• Perform other duties as assigned

• Associate's degree;
  Bachelor's degree preferred
• Minimum two (2) years’ office management experience
• High proficiency in Microsoft Office products (Excel, Word, Outlook, PowerPoint)
• Experience learning and mastering new computer programs
• High quality written and verbal communication skills
• Excellent organization and time management skills
• Ability to work independently and contribute to a team
• Professional, punctual and self‑motivated
• Understanding and ability to manage confidential information
• Ability to lift 25 lbs.
• Ability to pass federal and state criminal background checks (FBI/BCI)
• Experience working in an education setting preferred

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