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Administrative Assistant
4 months ago
POSITION DESCRIPTION
The Administrative Assistant at La Cheim School will play a crucial role in supporting day-to-day operations. From warmly greeting visitors to handling phone calls and emails with professionalism, this role is the backbone of administrative support. Responsibilities include maintaining fire and health clearances, managing office supplies, and ensuring meticulous record-keeping of student data and service logs. Additionally, the Administrative Assistant will assist in scheduling meetings, coordinating emergency drills, and providing support during crisis situations. With attention to detail and organizational skills, the Administrative Assistant will manage petty cash, prepare transcripts, create engaging flyers, and collaborate with school districts for IEP scheduling. Upholding confidentiality standards and maintaining a well-organized filing system are essential while organizing event planning, ordering lunches, and tracking invoices.
QUALIFICATIONS AND SKILLS
- Previous experience in administrative support roles preferred.
- Previous experience with youth, particularly underserved populations, or in a school setting preferred.
- Strong organizational skills and attention to detail.
- Commitment to maintaining confidentiality and upholding regulatory standards.
- Excellent written and oral communication skills.
- Exceptional interpersonal skills and a compassionate nature
- Intermediate-level skills in MS Office (including Excel, Word, Microsoft TEAMS, and Outlook).
- Must have a valid Clear California Driver’s License, proof of insurance, validated car registration, and reliable transportation to and from work.
- Obtain DOJ/FBI clearance and TB test.
PHYSICAL REQUIREMENTS
The following is the extent of the specific activity required for this position:
• Stairs – climbing stairs up to 50-100 – up to 2-4 hours, not continuously.
• Sitting – up to 2 hours, not continuously; standing – up to 4 hours, not continuously
• Walking – up to 2 hours, not continuously; bending over – up to 1 hour, not continuously.
• Crawling – up to 0 hours; climbing – up to 0 hours, reaching overhead – up to a few minutes.
• Crouching – up to ½ hour, not continuously; kneeling – up to a few minutes
• Balancing – up to 0 hours; pushing or pulling – up to a few minutes.
• Lifting or carrying – 25 pounds or less; repetitive use of feet – up to 0 hours
• Repetitive use of hands – up to 0 hours
• Grasping – with one or both, simple and firm, for up to 1 hour, not continuously
• Fine dexterity - either hand up to 1 hour, not continuously Auditory and visual acuity – 8 hours within normal limits and maybe with glasses, contact lenses or hearing aids.
• Driving cars and vans; Exposure to uneven concrete and blacktop
• Exposure to normal dust, heat, and noise
• Exposure to emotionally disturbed students who may be physically and verbally violent and require safe physical management.
• Frequent exposure to office equipment.
ESSENTIAL DUTIES
- Support the day-to-day operations of the school site by responding to greeting visitors, phone calls, e-mails from parents, members of student teams and community partners, including setting up meetings, intakes as appropriate.
- Respond to inquiries from visitors, parents, student teams, and community partners.
- Maintain appropriate fire and health clearances.
- Maintain office supplies and equipment to ensure non-interruption in workflow for staff and students.
- Maintain meticulous student data and service logs in accordance with state regulations, including the completion of mental health progress notes.
- Assist in maintaining mental health charts, print progress notes, ensure all notes are signed and countersigned, file notes.
- Schedule, assist with, record, maintain documentation of all required emergency drills.
- Assist Educational Program Manager by responding to requests for transcripts, records, and old report cards from previous students and ensure authorization form is filled out.
- Create engaging flyers for upcoming events and providing timely updates to staff and students.
- Assist Educational Program Manager in coordinating engaging monthly Field Trips for enriching experiences.
- Manage daily calls at the school with efficiency and professionalism.
- Uphold confidentiality standards by shredding sensitive paperwork in compliance with HIPAA regulations.
- Collaborate with school districts to schedule Individualized Education Program (IEP) for all students.
- Order lunches 2-3 times a week.
- Maintain a well-organized filing system to ensure easy access to important documents.
- Assist Educational Program Manager in event planning, holiday meal planning and graduation.
- Complete daily student attendance on ThinkWave.
ADDITIONAL RESPONSIBILITIES
- Must be able to work on-site
- Complete Medi-Cal progress notes to document services provided to youth.
- Participate in required meetings (classroom, site-wide and supervision).
- Complete all trainings.
- Always maintain a high standard of professional behavior.
- Take initiative to respond to program and student needs.
- Schedule tours for prospective students and caregivers to describe academic programs and respond to questions about academic needs of student.
- Facilitate with facility coordinator to ensure supplies and orders have been placed.
- Other duties may be required as La Cheim continues its development. Employees are expected to be flexible and responsive to changes in the scope of duties.
EQUAL OPPORTUNITY EMPLOYER
La Cheim School, Inc. is committed to diversity in its programming and in creating a staff reflective of the populations of the San Francisco Bay Area, and will not discriminate against applicants, employees, or unpaid veterans. We encourage and actively recruit applicants representing diversity of race, color, age, sex, race, religion, national origin, sex/gender expression and physical ability.
