Office Assistant

Classified

• Position

• Central Office

• Secretary / Office Assistant/ Clerk

Job Number 2300263996

Start Date

Open Date 04/25/2023

Closing Date

Alabama Aerospace & Aviation High School

Office Assistant Job Description

At Alabama Aerospace and Aviation High School (AAHS), we're creating the aviation and aerospace leaders of tomorrow. Through our rigorous, immersive and industry-aligned instruction, we're giving our students the skills, curiosity and inspiration to pursue real-life careers that will challenge and reward them professionally and personally.

We believe our students will be best prepared to succeed in the global aviation and aerospace industry if they are skilled in the art of weighing perspectives, communicating effectively and exploring globally. Alabama Aerospace and Aviation High School (AAHS) is deeply committed to meeting the needs of all students. We are intentional about our culture and implementation. To learn more about AAHS visit our website www.alaahs.org

Qualities and Role of School Office Assistant :

The Office Assistant plays a central role in ensuring an orderly, responsive, and open school. In addition to maintaining the school's administrative systems and routines, the Office Assistant functions as the primary contact person for all of the school's constituents. In this role, the Office Assistant must be able to communicate effectively with students, teachers, families, trustees, donors, and visitors. The Office Assistant will report directly to the Director of Operations.

The Office Assistant will be able to perform the following:

• A relentless drive to improve the minds, characters, and lives of students both in and out of school

• Implement and enhance the school's systems and culture

• Maintain the school's administrative systems and routine

• Communicate effectively with students, families, and colleagues

• Commit to positive customer service in challenging situations

• Commit to continual professional growth, participating actively in department meetings, faculty meetings, and other leadership-related meetings

• Be present for the annual three-week summer staff orientation and training

• Support grade-level and school-wide activities

• Assist with student recruitment

• Collect school performance and student data

• Maintain student files

• Support staff events by preparing materials for staff workshops/trainings

• Work with the school Leadership Team to ensure that all government and authorizer grant proposals and reports are completed and submitted on time

• Be present and engaged Monday through Friday from 7:30 AM - 4:30 PM

• Work periodic evenings and weekends as needed

• Work on a year-round administrative schedule with school holidays and two weeks of summer vacation

Performance Responsibilities

• Oversee the day to day activities of the school and serving as the main point of contact in the school reception area

• Manage phones (answering calls, redirecting calls, taking messages, placing calls, creating school announcements, etc.)

• Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)

• Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)

• Maintain confidentiality of school records

• Help manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)

• Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)

• Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)

• Help prepare set-up for staff meetings, staff retreats and annual evaluations;

• Maintain office equipment and furnishings, and upgrading as needed

• Maintain school calendar of events

• Help to manage the National School Breakfast program, National School Lunch Program, and snacks; and Process student and faculty applications.

Qualifications of an AAHS School Office Assistant

• 2-3 years of office experience, preferably working with an education agency

• Prior experience working in schools and/or urban communities is preferred

• Previous experience working with Powerschool Platforms

• Ability to understand working with a start-up and new educational system is challenging and requires discipline and the willingness to work through some trial and error to reach achieving results

• Superb communication skills (both verbal and written)

• Ability to prioritize tasks and professionally handle impromptu situations

• Excellent computer skills, including Google Workspace and Microsoft Office Suite

• Displays maturity and ability to work independently

• Welcoming and positive presence

• Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members

• Ability to manage multiple tasks and meet tight deadlines

• Flexibility and a sense of humor

• Enjoy working with children and your adults

Compensation

We offer a generous compensation package. All staff members are equipped with the tools needed to succeed, including a dedicated work space, laptop computer, email, high-speed internet access, and all necessary supplies.

Reports To Director of Operations and Finance

Job Posting Link careers.alaahs.org

Job Attachment View Attachment

The State does not discriminate on the basis of age, race, color, sex, sexual orientation, religious preference, marital status, disability, national origin, or any other reason prohibited by state or federal law. Employees of the District are required to comply with the provisions of Title VII of the Civil Rights Act and Title IX of the 1972 Educational Amendments.

Alabama school boards are required by state law to verify the employment eligibility of newly hired employees by using the federal E-Verify program. New employees are required to provide a Social Security number, an unexpired identity document that contains a photograph, and other acceptable documents that establish employment eligibility. In addition to determining whether a new hire is authorized to work in the United States, E-Verify will confirm that the employee's name and Social Security number match.

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