Position Summary
This 10 month administrative assistant serves as a welcoming and responsive point of contact for the school community, fostering positive relationships through effective communication, professionalism, and customer service. Demonstrates curiosity by seeking solutions, learning new systems and processes, and adapting to changing priorities. Exhibits leadership by proactively identifying needs, supporting school operations, and contributing to a positive and collaborative culture. Approaches challenges with courage, professionalism, and sound judgment while maintaining confidentiality and ethical standards.
The administrative assistant provides a variety of administrative and secretarial support functions to assist with technical, clerical, and operational duties of the school. Including tracking student and staff attendance, maintaining records and computer databases, and providing information and assistance to school staff, parents/guardians, administrators, and the public. Resolves operational issues using knowledge of the operations, procedures, and policies of the School while demonstrating Odyssey's CIRCLE Values of integrity, respect, and excellence in all interactions.
RESPONSIBILITIES:Family, Student & Community Relations
- Supports strong relationships among students, families, staff, and community partners through respectful, responsive, and customer-focused service.
- Provides a welcoming and professional first point of contact for students, staff, families, and community members in person, by telephone, and electronically, offering information, guidance, and assistance while responding to inquiries and resolving concerns within established guidelines.
- Welcomes visitors and screens calls in accordance with school safety procedures.
- Supervises students, as assigned.
Administrative Operations & Office Management
- Performs experienced clerical, technical, and administrative duties, including special projects, data entry, record keeping, research, and processing documents in accordance with school policies and procedures.
- Maintains student records (paper and electronic databases), records requests, and assists with school, district, and state reporting as appropriate
- Coordinates transportation needs with families, school and transportation office
- Oversees lunch counts and communication with food services
- Provides building support, including managing calendars, scheduling meetings, clerical tasks, and communication systems.
- Assist families and staff with software such as PowerSchool and Parent Square.
- Establishes task priorities and coordinates operational workflow to ensure efficient school operations.
- Maintains absolute confidentiality of work-related issues, student and personnel records, and school information.
- Performs related duties as required or assigned.
Student and Staff Attendance
- Manage the school's student attendance system, ensuring accurate daily attendance records and compliance with state reporting requirements.
- Communicate with families regarding student absences, tardiness, and attendance concerns in accordance with school procedures.
- Greets daily substitutes and provides orientation materials, building access information, and classroom assignments.
- Monitor attendance trends and prepare attendance reports for school administration.
- Maintain the employee absence system and assist building administration with coverage.
- Assist with emergency student accountability procedures, including evacuation, lockdown, and dismissal documentation.
Communication, Events & Schoolwide Coordination
- Assures effective communication of operational information among stakeholders.
- Assist, as needed, in the preparation of materials and logistical arrangements for school events and activities.
- Coordinate field trips including bus quotes, evaluating all costs, confirming dates and times and collection of funds.
- Applies sound judgment in resolving problems, analyzing data, and making operational decisions within the scope of authority and training.
- Performs related duties as required or assigned
QUALIFICATIONS
Associates Degree and three years of progressively responsible secretarial or office administrative work and computer experience; OR the equivalent combination of education and experience. Prior school experience is desirable.
- Working knowledge of G-Suite office software and Microsoft Apps
- PowerSchool experience a plus
Knowledge or Skills in:
- Excellent communication, interpersonal, organizational, and decision-making skills; ability to work with employees and the public in a professional, effective, and courteous manner.
- Ability to establish and maintain effective working relationships with diverse school personnel, parents, students, and the public; working collaboratively as a team member.
- Policies, rules, and regulations covering school operations
- Personal computers utilizing standard and specialized software applications such as PowerSchool, ParentSquare, Frontline, Google Apps, Microsoft Apps.
- Planning, prioritizing, and completing assignments with minimal supervision.
- Writing professional reports and correspondence from brief instructions.
- Learning and applying new information, technology, and legislation applicable to school activities.
- Using initiative and independent judgment within established procedural guidelines.
- Researching and compiling data.
- Dealing tactfully with staff and the public.
- Following verbal and written instructions and procedures.
- Communicating effectively verbally and in writing with a mastery of proper grammar, syntax, punctuation, and spelling.
- Highly developed ability to plan, organize and coordinate work
- Work is performed with a degree of independence according to general or specific instructions and at times may be self-initiated.
- Exceptional attention to details.
Reports to: Co-Principals, Director of Student Services and Executive Director
Compensation and Benefits:
Salary Range: $25.73-$27.30 per hour, 37.5 hours per week
Regular Work Hours: 7:15 am - 3:15 pm
Work Year: 10 months / 201 days - Ten days prior to first day for teachers and five days after the last day of school
Leave: All Full-time employees are granted fifteen (15) sick days per year and three (3) personal days,
Vacation: 5 days, must be used during regular school breaks December or April
Insurance: All full-time employees are eligible to enroll in the school’s comprehensive benefits programs. Odyssey provides programs for medical and dental insurance for the employee/family with a 17.5% employee share. We also provide a 403(b) voluntary retirement savings plan (with a defined employer match up to 3% for employee contributions) through payroll deductions, voluntary limited flexible spending account reimbursement account, voluntary day care reimbursement account, life insurance, and short term/long term disability insurance.
Application Date:
- Rolling interviews will start the week of August 3
- Posting will remain open until filled
To Apply: Please send resume, letter of intent, at least 1 letter of recommendation, contact information for 3 references (at least one must be a previous supervisor), and transcripts to
Pay: $25.73 - $27.30 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
Work Location: In person
