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Administrative Assistant

  • Date Posted
    • 4.13.18
  • Organization
    • Partner Schools
  • Region
    • New England
  • Role
    • Administrative Assistant
  • Commitment
    • Full-Time
  • Location
    • Dorchester, MA

Administrative Assistant
Reg Full Time

Dorchester, MA, US

Job Title:  Administrative Assistant (9-12)

Supervisor: Director of Operations

Start Date/Hours: July 1 - June 30; 8:00am-5:00pm, Monday through Thursday; 8am-2:30pm Friday

Description: The Administrative Assistant (9-12) fills a key role in the safe and efficient operation of the Codman Academy Charter Public School.  The role requires performing a variety of tasks including complex clerical and record keeping as well as implementation of policies and procedures related to the operations of the school. The Administrative Assistant (9-12) is an important link in the public relations and communication processes with parents and the community.  As the face of the school, the Administrative Assistant (9-12) must be a person that possesses good independent judgment, works as a team member and understands the importance of being supportive and responsible to our students, families and staff.  The Administrative Assistant (9-12) is also required to assist school leaders with a various administrative tasks, requiring IT competency.

Responsibilities include (but not limited to):

Office Management

  • Welcome visitors and maintain regular communication with families
  • Ensure that all visitors sign in ad take a visitor badge where necessary
  • Ensure the safety and security of the school by making sure that the front door is locked and entry to the premises is controlled
  • Assist in all aspect of maintaining a professional front office, including but not limited to fielding and directing incoming phone calls to appropriate staff members in a timely, professional manner, filing, copying, and faxing sensitive information
  • Supervise all mailings to families (including collecting and copying all materials)
  • Pick up and sort mail
  • Ensure the main office is kept tidy and that binders and bulletin boards are kept up to date
  • Oversee student sign-in and documentation for late arrivals and early dismissals
  • Serve as school attendance coordinator; enter daily attendance in PowerSchool; activate automatic all to the homes for tardy and absentee students
  • Oversee all supply ordering including instructional supplies, and office supplies
Records Management
  • Manage student Charlie cards; order, re-order, and deactivate as needed
  • Update student records in PowerSchool
  • Serve as school Registrar; support enrollment and student records; process student transfers, request for transcripts/records.
Facilities Management
  • Liaise with CSHC Building Services and Operation as well as CACPS contracted cleaning services to ensure that all maintenance needs are being met
  • Submit work orders for repairs to CSHC as needed
  • Serve as liaison between CACPS and CSHC for booking rooms
  • Oversee proactive weekly inspection of facilities and generate action steps accordingly
  • Assist in coverage of the lower school main office
  • Take a lead role in emergency operations planning and implementation for the school
  • Serve as Point of Sale for meal service at two sites
  • Prepare purchase orders and requisition forms as needed
  • Mail checks on behalf of CACPS twice a month
Student Recruitment
  • Collect, organize and maintain student applications & records
  • Creation and dissemination of student recruitment mailings
  • Request and collect registration documents from enrolled families
  • Work with admissions to ensure adequate student enrollment in order to meet annual budget
Student Medical & Welfare
  • Inform the school nurse and parent of emergencies with student
  • Administer first aid when necessary, assisting with minor injuries or sickness
 Data & Reporting
  • Assist administrative departments with collecting and entering data for DESE reporting

Community Engagement and Stewardship

  • We are a crew, not passengers, and we uphold that ideal as we support each other in reaching our shared goals.
  • Every adult in our community is a teacher and a role model, and we model and implement Expeditionary Learning design principles and core practices to the best of our ability in our roles.
  • Advance the educational mission of the school by participating in duties and responsibilities consistent with building, upholding and promoting a strong Codman community
  • We actively value and solicit feedback in order to improve performance.