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Posted: Thursday, February 23, 2017 12:17 AM


Job Description

Primary Purpose

The School Secretary/Administrative Assistant/Office Manager is responsible for the organization and professionalism in the school’s front office and reception area, with the goals of making the school a welcoming place for students, parents, and staff, attending to the school director’s needs and of contributing to the overall success of staff, teachers and students within the school’s academic program.

Through performing the Essential Job Functions, effective communication, reporting, procurement of needed supplies and materials, exceptional public relations skills and superior work-product, the School Secretary/Administrative Assistant/Office Manager contributes to a nurturing and engaging learning environment.


Essential Job Functions—General

Requires the ability to handle multiple tasks.
Requires the ability at times to handle and maintain control in high-stress situations.
Requires the ability to maintain confidentiality in all aspects of the job. Ensure that student, staff and family privacy is maintained by withholding any and all personal information on any person(s) from unauthorized recipients.
Contribute to a positive work and school environment by maintaining a positive, pleasant demeanor in all situations.
Provide positive reinforcement to students, staff and visitors.
Requires excellent interpersonal skills to contribute positively to overall school morale.
Possess, employ and display excellent customer service skills.
Communicate effectively and politely with co-workers, students, volunteers, parents and visitors to the school and foster and maintain cooperative relationships.
Requires an attention to detail and excellent organizational skills.
Ensure school safety by assisting with fire drills and other drills.
Attend staff development activities and seminars to enrich job skills and abilities as assigned by administration.
Ensure attendance at required meetings and events, including meetings or events at irregular hours or on extended days, including meeting the reasonable expectations of school Administration.
Coordinate schedules and meetings. Attend meetings as appropriate or as assigned.
Assist with developing and ensuring the school’s positive public image is maintained.
Adhere to school and administrative policies as instructed and/or outlined in school policy manuals, handbooks or other corporate materials.
Ensure that a requestor receives a timely and appropriate response and/or resolution. Ensure that immediate and effective communication is used to communicate to the requestor when circumstances necessitate a delay in response time.
Compile and prepare a variety of records, reports, memorandums, and other materials.
Organize and maintain files and records.
Ensure that a school historical file is maintained as it relates to the Specific functions and duties of this Job Description.
Identify and correct deficiencies within school procedures or systems relating to the Essential Job Functions and provide feedback to appropriate persons on other aspects of the school’s operations.
Operate office machines.
Perform other duties which may develop or as requested by the Governing Board, Director or Principal and/or the Business Manager.

Essential Job Functions—Specific

Registration, Records, Data and Correspondence
Prepare data for school, state, and federal reports
Organize and manage hardcopy and electronic school and student files
Act as school registrar for student information and records
Receive, sort and deliver mail and other documents to staff
Record and track parent volunteer hours
Draft correspondence, forms, reports, etc. as requested by the School Director and other administrative staff
Oversee school calendar, scheduling, and appointments for administrative staff and the school facility
Maintain personnel time records including leave requests, substitutes, and payroll reporting
Attend meetings with school director and take meeting minutes
Training all users on the school’s chosen Student Information System (SIS)
Run and Manage the Lottery process
Disperse and manage paperwork for newly enrolled students
Assist, manage and access information for various school and government required reports
Complete regular updates of the SIS system
Assist Administration and teachers in accessing information and running necessary reports
Run Year-end and/or rollover processes and School Finance & Statistics Data Uploads and set-up up new year programming
Preparing and coordinating class schedules, maintaining enrollment processes and coordinating class schedule changes
Record and track attendance as required for school and state reports
Maintain school and student files, both electronic and hard copies
Maintain and ensure the confidentiality of records and information regarding students, parents, and staff in accordance with accepted professional ethics, state and federal laws

Attend to routine bookkeeping duties
Maintain personnel time records including leave requests, substitutes, and payroll reporting
Order, receive, and inventory school supplies and materials

Customer Service
Answer incoming calls, take accurate messages, and transfer to appropriate staff
Coordinate substitutes with School Administration
Assist with the daily arrival and departure of students
Greet and assist students, parents and the general public
Assist with school events, including parent/teacher conferences as requested
Work with the Parent Organization
Coordinate information with school newspaper
Uphold and enforce board policy, administrative procedures, and school rules and regulations, and be supportive of such in your communications with students, parents, and the public at large.
Maintain appropriate work habits, including regular and punctual attendance and appropriate use of conference and planning time.
Communicate the positive aspects of Charter to the public in word and deed.
Work cooperatively with parents and teachers to strengthen the educational program for children.
Establish and maintain cooperative relationships with other staff members.
Assist with overall school operations as necessary or assigned by supervisor.
Attend and participate in all Charter professional development days and activities.
Perform other duties as requested by Administration or as needs dictate.
Physical Requirements
The Essential Job Functions present no physical risks or hazardous conditions outside of typical risks and conditions customary to a job of this type. The Essential Job Functions typically require the following:
Carrying, lifting, pulling (10lbs.- 100lbs.+) 20%
Walking/sitting/telephone/other 80%

Major equipment used to perform the Essential Job Functions:

Personal Protective Equipment (PPE)
Ladders, carts, dollies, hand-trucks, etc.
Office, workroom and classroom equipment
Cleaning equipment and supplies
Personal computer, including Apple computers

Education Required
High School diploma or equivalent

Experience Required
1-3 years
Experience with Aspire and other state Student Information Systems preferred.

Ivy Preparatory Academy

Contact Name
Dena Lundgreen

Salary Range
$20,000 - $40,000

Contact Email

• Location: Provo, Provo, Utah

• Post ID: 11076467 provo is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017