School of Grammar Administrative Assistant

School of Grammar Administrative Assistant

Position Overview

The School of Grammar administrative assistant will be evaluated by the Office Supervisor, who will also serve as the direct supervisor for this position. Will work closely, and often under the direction of, the School of Grammar Administration.

Essential Functions

The statements below reflect the principal function and most significant duties of the job, as necessary for its evaluation relative to other jobs in the organization and shall not be construed as a detailed description of all the work requirements inherent in the job. Any functions that are non-essential will be identified as such below. A request for Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Professional Responsibilities:

Position responsibilities include, but are not limited to, the following:

General Office Duties

• Attendance confirmation and calls, and enter attendance in the student information system
• Answer phones
• Assist students and visitors at the front desk
• Conduct school announcements as needed
• Manage deliveries to the school- sign packing slips (give to Office Supervisor) and distribute to necessary parties
• Type letters, forms, and other materials from copy or draft
• Assist school administrators and Office Supervisor with tasks as needed
• Perform additional duties as assigned

School Activities

• Assist with student transportation, working closely with the administration
• Fieldtrip- arranging busses, etc. (as directed by Office Supervisor or School Administrator)
• Prepare kits for fieldtrips, which includes getting first aid kits from the school nurse, appropriate emergency contact lists for teachers, cell phone information, and other items needed for student fieldtrips
• Perform additional duties as assigned

Financial

• Give all collected money to the Office Supervisor to lock in the safe (no money – cash or checks – should ever be locked overnight in anything but the school safe)
• Collect student fees for textbook replacement
• Collect fieldtrip payments
• Count money as needed
• Assist with vendor communication as requested
• Oversee school forms and collection of funds and fees (such as lunch, extra-curricular activities, after-school program, etc.)
• Perform additional duties as assigned

Student Records and Data Entry

• Establish and maintain office files
• Assist with new student and returning student registration
• Student information entry and maintenance
• Enter data for scheduling under administrative direction
• Submit lists for school pictures and other areas as needed
• Enter locker assignments and combinations
• File report cards and test data
• Perform additional duties as assigned

Preparing for Start of School Year and Beginning of School Year

• Prepare registration materials
• Disburse assignment notebooks to homeroom teachers
• Run mailing labels as needed
• Prepare weekly envelopes by family count
• Copies for teachers of student emergency folders – before start of school
• Create and organize staff directories and phone trees
• Organize staff emergency cards
• Prepare photo permission lists for teachers
• Collect staff sub folders and review monthly with an update to school administrators on what is missing
• Perform additional duties as assigned

Health Room

• Health room duties as assigned
• Stock health room and keep it in order in the absence of the school nurse or health room attendant
• Perform additional duties as assigned

Ongoing

• Organize photocopying and laminating needs
• Oversee internal mail procedures
• Participate in fire drill and other emergency drills coordination
• Crisis Response and emergency management responsibilities
• Supply inventory and ordering
• Keep office neat and organized daily
• Keep workrooms neat and organized daily
• Perform additional duties as assigned

Reports

• Oversee (with the administrator) the printing and sending of report cards and progress reports
• Provide regular attendance reports to principals
• Provide regular reports on student tardies to principals
• Perform additional duties as assigned

Other:

• Ensure the desk and work area are cleared before leaving at the end of the day
• Ensure both workrooms are organized and tidy daily
• Ensure nothing confidential is left out on the desk or unlocked cabinets after hours
• Ensure desks, filing cabinets, and office doors are secured before leaving
• Prior approval from the Office Supervisor is required for overtime
• Maintain student and staff confidentiality at all times
• Keep Student Data out of sight and securely stored when not using directly
• Perform additional duties as assigned

Working Conditions

• Light work, exerting up to 20lbs of force or less
• Requires clarity of vision at 20 inches or less (near vision) and the ability to identify/distinguish colors
• Requires finger manipulation, repetitive motion, talking, and hearing
• Significant work pace and pressure due to deadlines
• Requires viewing and working at a computer screen 85% of the time
• (If required and essential, include: the percentage of time to sit, stand, walk, reach, climb, squat, kneel, and bend – plus frequency)

Qualifications

• Hold a high school diploma or the equivalent at a minimum
• Excellent verbal and written communication skills to interact with students, teachers, parents, and guardians.
• Skilled in communicating with children, caregivers, and families with empathy, patience, and professionalism, including supporting families with high levels of need or concern.
• Ability to remain calm, compassionate, and solution-oriented when addressing parent questions, concerns, or challenging situations.
• Demonstrated ability to maintain professionalism and composure when addressing children's health, hygiene, and personal care needs.
• Comfortable assisting children with personal care needs and responding appropriately to routine bodily fluids (e.g., blood, vomit, urine, and other hygiene-related situations) while adhering to health and safety protocols.

Critical Working Relationships

This position will maintain additional working relationships with administrators, staff, faculty, vendors, parents, and students at Parnassus Preparatory School.

Professionalism

The administrative assistant will represent the Parnassus Preparatory School with professionalism and respect and will uphold the school's standards and philosophy. It is essential that high standards of confidentiality be maintained within the school and in the community. The administrative assistant is expected to uphold the Parnassus Preparatory School Board's policies and expectations in all communications with faculty, staff, students, parents, district employees, and the community.

Parnassus Preparatory School is an Equal Opportunity Employer

FLSA Status: Non-exempt