Administrative Assistant

4 days ago

Tucson, United States SONORAN SCHOOLS Full time

Sonoran Science Academy -East provides a rigorous, college prep, STEM-focused education through a challenging comprehensive curriculum and continuous assessment.


Job Summary:

Oversees all aspects of the school office, and manages the activities of office staff. Ensures proper policy and procedures are followed and all front office team members are working efficiently and effectively.


Essential Duties/Responsibilities:

  • Ensures proper policy and procedures are followed
  • Train, audit, support, assist the front office staff as needed
  • Attends admin meetings
  • Collaborates with admin, informing them of situations, status updates on various school-related items as needed
  • Assist with school events
  • Provides support to admin
  • Analyzes and resolves customer service issues
  • Assists families to connect to the proper administrator for their needs
  • Daily interaction with school and community stakeholders, students, teachers, school administration, parents, prospective parents, community members
  • Greeting visitors, providing information, support as needed
  • Responds to requests for school information, tours from prospective families
  • Routes forms to and from parents, teachers, and students
  • Answers phone calls in a professional and timely manner, updates and take messages on an automated messaging system
  • Follows all banking procedures:
  • Collect, maintain documents and enter all monies in the designated financial software program
  • Create purchase orders
  • Maintain supply stock
  • Provide clerical and administrative support to staff as needed
  • Maintains teacher emergency contact information, summer contact info, key log
  • Ensures all visitors use LobbyGuard
  • Ensures all staff have badges and use LG daily
  • Assist with school events
  • Student Records/Registrar
  • Helps maintain the student database
  • Respond to and completes records requests
  • Ensures all students are compliant with immunizations
  • Maintains enrollment documents, uploads records to the student database
  • Assists families with withdrawal, ensuring all documentation follows state law/school policy/procedures
  • Maintains daily attendance records in the student database
  • Runs Data Health checks in IC to clean up data issues
  • Helps with the National School Lunch Program
  • Coordinates as needed with Catering Company and NSLP Director
  • Provides basic first aid, health support to students when needed
  • Ensures student database includes all health conditions, medications, and health office visit data

Other Responsibilities My Include:

  • Completes Compliance Audit Issues by the due date
  • Bank Deposit/Purchase Order entries into Accounting Software
  • Maintains Key Logs, Staff Lists, Lobby Guard Badges for staff and frequent Visitors
  • Orders basic office supplies for the school

Minimum Qualifications:

  • Excellent communication skills (verbal and written)
  • Experience with computers, MS Office, and Google software
  • Demonstrated ability to prioritize, adapt and self-monitor
  • Ability to maintain confidentiality
  • Fingerprint Clearance Card
  • CPR and First Aid Certificate

Education and Experience:

  • High School Diploma or G.E.D.
  • Prior customer service experience preferred.
  • Prior clerical experience in a school setting is preferred.


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