Administrative Assistant, Education Services

NECESSARY MATERIALS FOR APPLICATION:  

-Letter of Introduction   

-Resume  (Full Work History) 

-Letters of Recommendation: Two (2) current professional letters (one must be from a current or former direct supervisor and all dated within the last 3 years). Each letter must include a date. Applications submitted with letters that are undated or dated more than three (3) years ago will be considered incomplete, will not be accepted, and will not be considered for this recruitment.

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed.

Administrative Assistant, Education Services

Job Description

Reports To:        Personalized Learning Academy Coordinator/Director of Secondary 

Education/Principal (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Schedule: Range 4 ($34.95-$40.52)

Work Schedule: 12 months

Location: Onsite and Remote Office

Position Summary:  The administrative assistant of education services supports the operations of the department as needed with a focus on student enrollment, preparation of transcripts, and maintenance of student files. 

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

1. Monitors and tracks program’s budget; Approves expenses against program budgets

2. Submits purchase orders, tracks and marks as received

3. Submits and reconciles expense reports

4. Approves changes or cancellations in course POs

5. Determines and coordinates travel arrangements and hotel reservations

6. Performs record keeping and clerical functions (e.g. copying, faxing, filing, etc) for the purpose of supporting assigned administrator and/or site personnel

7. Maintains supervisors’ appointment schedule/calendar by planning and scheduling meetings, conferences, teleconferences, and travel

8. Maintains accurate student records in the learning management system (LMS) 

9. Updates manuals and all relating Google documents when changes and updates are made by the personalized high school learning academy program

10. Attends online and in-person meetings, takes notes, and follows up on reminders as requested by director of education services and principals

11. Supports supervisor with execution of tasks, creation of reports, note taking, and other similar tasks

12. Supports parent/staff complaints, escalating to supervisors as needed

13. Assists the department with organization, planning reporting, and other support

14. Assists with department technology needs including preparing technology, checking in/out of student technology and troubleshooting problems as needed

15. Responds to inquiries of students, staff, other educational institutions, and or the public for the purpose of providing information and/or direction as requested

16. Conserves supervisors’ time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, initiating telecommunications, and removing supervisors from unnecessary email threads, scheduling appointments

17. Assists with interviews, when needed

Other Duties:

1. Responds to all school related communication within 24 business hours

2. Documents and refers to the school’s management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)

3. Performs other duties as assigned

QUALIFICATIONS GUIDE

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

1. Two (2) years of related experience preferred

2. Bachelor's degree, or additional three (3) years of progressive clerical or secretarial experience preferred

Other Qualifications:

1. State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and Human Resources notifying the immediate supervisor of this clearance. 

2. Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years

3. Hold and maintain a valid California Driver’s License; proof of automobile insurance; and full time use of a dependable automobile that is insured pursuant to California regulations

Knowledge:

1. Computer and technology literacy:   Operate office equipment including a calculator, copier, fax machine, computer and assigned software. 

2. Google docs, Google spreadsheets and other online collaboration tools to send and receive information

3. Basic arithmetic calculations

4. Knowledge of applicable laws, codes, regulations, policies and procedures

Skills:

1. Conflict resolution 

2. Record-keeping techniques

3. Methods of collecting and organizing data and information

Abilities:

1. Embraces Sage Oak’s core values 

2. Maintains integrity at all times

3. Works independently with little direction

4. Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner

5. Maintains flexible and adaptable mindset

6. Demonstrates sensitivity to individual differences and cultural backgrounds

7. Maintains confidentiality of sensitive and privileged information

8. Follows established procedures and meets all established deadlines

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1. Hear and speak to exchange information

2. Dexterity of hands and fingers

3. See to read a variety of materials

4. Bend at the waist, kneel or crouch

5. Sit or stand for extended periods of time

6. Lifting objects up to 50 pounds with or without assistance

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1. Office environment, regularly operating a computer and other office equipment

2. Noise level is generally moderate

3. Meetings conducted in public and office settings

4. Indoor and outdoor in varying temperatures

5. Employee must have available transportation and be able to drive up to 100 miles in a day

EQUAL OPPORTUNITY:

Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision-making, medical condition (including cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.  Employer’s hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.