Administrative Assistant II

Application Deadline: Until Filled

Start Date: September 16, 2024

Vacancies: 1

Employment Type: Full-time 

Position Title: Administrative Assistant II (Ste 100 Receptionist)

Position Summary: Under the direction of the Director of Community, the Administrative Assistant performs various secretarial and administrative assistant duties. The Administrative Assistant will be the first person to welcome students, parents, staff, and visitors to the school site. The Assistant will perform clerical detail; and support the Community Team and the Lending Library to ensure families experience excellent customer service. The Administrative Assistant will also assist with the school's social media campaign by uploading pre-created content for posting. 

Reports to: Director of Community 
Pay Scale: Schedule E (Office Tech II)  

Calendar: Classified 12-Month

Classification: Classified

FLSA Status: Nonexempt

Staff Assigned: None 

Work Location: Sandstone location

Duties and Responsibilities: 

• Greet and welcome students, parents, staff, and visitors at the school site. E
• Answer all incoming calls and redirect them or keep messages. E
• Receive letters, packages, faxes, etc., and distribute. E
• Manage, develop, and oversee social media content and posting calendar (daily/weekly): Facebook, Facebook Community Group, Instagram, and Teen Instagram. E
• Generate monthly statistical reports with social media analytics and trends to track growth E
• Create Instructional Event Registration pages in Vanco (training to be provided) and collaborate with the Family Liaisons on event registration processes E
• Support Lending Library staff when needed.
• Maintain files as needed. E 
• Order and maintain inventories of supplies and materials (e.g. all general supplies, equipment repairs, etc.). E 
• Coordinate with Community and Special Education support personnel for room schedules and usage. E 
• Respond to a variety of inquiries regarding various School programs, policies, procedures, and requirements. E 
• Perform other duties as assigned. 

Qualifications/Skills: 

• Excellent customer service skills 
• Proficiency in social media platforms: Instagram, Facebook, Twitter, etc.
• Must be able to maintain excellent record-keeping, filing practices, and procedures
• Ability to work with frequent interruptions, multitask, and meet deadlines
• Must be able to work as a team and maintain effective working relationships 
• Must be able to maintain confidentiality, prepare accurate records, and work with detailed information/data 
• Must communicate effectively, both orally and in writing; including usage, spelling, grammar, punctuation, and composition 
• Must be able to display tact and courtesy at all times 
• Proficiency in Google (docs, sheets, forms, drives), and data management environments 
• Communicate with a diverse group of people 
• Read, interpret, explain, and follow the School’s regulations, policies and procedures
• Work with detailed information 
• Must live in the Northern California, Sacramento area and be able to commute to the Sandstone location 5 days a week.

Education, Experience, and Licensing Requirements: 

• High school diploma or equivalent
• One year of administrative or office experience
• Valid California Driver’s License 

Work Environment:

The conditions herein 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 essential job functions.  These physical standards are generic and tasks may vary depending on the school site or specialized site assignment. The information contained in this physical standards description is for compliance with the Americans with Disability Act and is not an exhaustive list of duties performed. The individuals currently holding this position perform additional duties and additional duties as assigned.

Physical Demands: 

• Continuously - Sufficient strength, stamina (including physical, mental, and emotional), physical ability, and mobility to visually observe and assist students.
• Continuously - Sit or stand for extended periods of time.
• Occasionally - Bend at the waist, kneel, stoop, squat, reach, and crouch.
• Seldom - Work variable hours 
• Seldom - Lift, push, and/or pull objects weighing approximately 20 pounds.
• Occasionally - Ability to reach in all directions including overhead and horizontally.
• Continuously - Dexterity of hands and fingers to operate equipment including computer keyboard/mouse and standard office equipment necessary to do job functions.
• Continuously - Communicate effectively with students, staff, parents, and community members.
• Continuously - Comply with timelines and deadlines with frequent interruptions.
• Occasionally - Travel for department meetings and school training/in-service meetings.
• Continuously - See to operate equipment, read and understand written material, and ability to detect information displayed on a computer screen.
• Seldom - Restrain students when necessary.

Physical Demands Frequency Definitions Based on an 8-hour day: 

• Never = 0% 
• Seldom = 1 - 10% (less than 45 minutes) 
• Occasionally = 11 - 33% (up to 3.0 hours) 
• Frequently = 34 - 66% (up to 6 hours) 
• Continuously = 67 - 100% (more than 6 hours)

Environment including Hazardous Conditions:

This position may include indoor offices/classrooms and outdoor work (including eating and common area(s), auditorium, playground(s), restroom(s), stairs if applicable, and parking lot(s)) with the following possible exposures: dust; wind; sun; insects; bloodborne pathogens and biohazardous waste; variances in weather conditions (snow, rain, sleet, etc.); noise which can range from quiet to loud; fast-paced work environment with possible stressful situations and need to multi-task; traffic congestion; playground projectiles such as baseballs, footballs, basketballs, etc.;  intervening physically to stop conflicts between angry or emotionally upset students; and, dealing with students, parents, employees and the general public who may exhibit unpredictable or anti-social behavior.

Employees in this position may have a higher level of exposure to illness or infection from students.  May be exposed to students who may ask inappropriately personal questions, display socially unacceptable behavior, display physically aggressive behavior, and insult your personal characteristics including appearance, age, sex, and race.  There is also frequent contact with staff and the public.

Right to Revise: 

This job description is not meant to be all-inclusive and the School reserves the right to revise this job description as necessary without advance notice. 

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer without notice. 

E = Essential Job Functions 

Compensation & Benefits

In addition to competitive salaries, The Cottonwood School offers eligible Full-time employees a comprehensive benefits package that can include: Medical, Dental, Vision coverage, Life & Disability, 403(b) and 457(b) plans, an Employee assistance program, Flexible Spending accounts for Health care and dependent care, pet insurance and more

 Qualifications/Skills: 

• Excellent customer service skills 
• Proficiency in social media platforms: Instagram, Facebook, Twitter, etc.
• Must be able to maintain excellent record-keeping, filing practices, and procedures
• Ability to work with frequent interruptions, multitask, and meet deadlines
• Must be able to work as a team and maintain effective working relationships 
• Must be able to maintain confidentiality, prepare accurate records, and work with detailed information/data 
• Must communicate effectively, both orally and in writing; including usage, spelling, grammar, punctuation, and composition 
• Must be able to display tact and courtesy at all times 
• Proficiency in Google (docs, sheets, forms, drives), and data management environments 
• Communicate with a diverse group of people 
• Read, interpret, explain, and follow the School’s regulations, policies and procedures
• Work with detailed information 
• Must live in the Northern California, Sacramento area and be able to commute to the Sandstone location 5 days a week.

Education, Experience, and Licensing Requirements: 

• High school diploma or equivalent
• One year of administrative or office experience
• Valid California Driver’s License