Administrative Assistant

The Community Charter is seeking an Administrative Assistant for the 24 - 25 school year!

Reporting Relationship

The Administrative Assistant is part of the school's operations team and will report to the Associate Director of Operations and Community Schools.

Essential Duties and Responsibilities

Key Responsibilities & Outcomes

• Completes a broad variety of administrative tasks including managing an active calendar of appointments; purchasing necessary items for events, submitting expense reports to accounts payable, and composing and preparing confidential correspondence.

• Answers all incoming calls and handles caller's inquiries.

• Redirect calls as appropriate and take adequate messages when required.

• Greets assists, and/or directs students, visitors, and the general public.

• Composes and prepares confidential correspondence, reports, and other documents.

• Open and date stamp all general mail/correspondence.

• Distributes incoming and outgoing mail.

• Enters, maintains, and updates information in PowerSchool.

• Maintains and updates student records in regard to the following:

• Attendance

• Emergency Contacts

• Late arrivals

• Illness

• Maintains vendor-related services log early sign-out log, etc.

• Produces other communication as needed/requested (i.e. permission slips, spreadsheets, logs, graphs, etc.).

• Assists with mass mailings as needed.

• Maintains an adequate inventory of office supplies.

• Monitors the use of office supplies and equipment.

• Updates Facebook and social media as needed/requested.

• Coordinates the repair and maintenance of office equipment.

• Prioritizes multiple projects, handles matters expeditiously, and proactively, and follows through on projects to successful completion, and meets deadlines.

• Be on-call/available after hours in order to respond to executive inquiries/issues.

• Works independently on specific projects under the guidance of the Principal and sometimes the District.

• Coordinates multiple office management tasks such as: managing excels on office/school business-related systems such as teacher management systems (PowerSchool, ADP, AESOP, etc.), phone, email (Gmail), office copiers (scanner, printer, and fax)

• Student Enrollment

• Lottery Registration

• November

• Lottery

• January

• Data Entry

• Ongoing

• CRM management

• Ongoing

• Proven ability to provide superior service to prospective and current students.

• Excellent managerial skills that lead to the professional development of staff members.

• Demonstrated written and oral communication, problem-solving, and presentation skills.

• Proficiency in CRM software to manage our incoming families and ability to learn new software.

• Maintain a calendar of outreach activities including community events, workshops, appearances, and other communication opportunities.

• Schedule outreach exhibitions in the community.

• Assist in the organization of special student recruitment events, fundraising, and community.

• Other duties as assigned.

Qualifications

• Bachelor's degree.

• Bilingual in both oral and written content (Spanish & English) - Preferred

• Minimum of 2 years of experience.

• Very strong computer skills using Microsoft Office (Word, Excel, PowerPoint), Google Suite and Outlook

Compensation & Benefits

In addition to a competitive salary, CCSP offers a full comprehensive benefits plan.

The Community Charter School of Paterson is an equal-opportunity employer.