Jun 20, 2022

Administrative Assistant

  • California Montessori Project
  • Sacramento, CA, USA
Full time Admin-Clerical Business Development Education

Job Description

Job Summary

This role is 50% Administrative Assistant and 50% Club Montessori Coordinator (our before/after school program). Please read Job Description for AA attached via link to this post, Job Description for CMC role can be provided upon request.

Job Description / Essential Elements:Print   
Reports to: Executive Director or Supervisory Designee Travel Requirements: Minimal local travel Nature of Work: Administrative Assistants are an integral part of an experienced team and are often the front line of contact with our school office personnel, our families, prospective families and the general public and are also responsible for the maintenance of the general office environment. They perform a variety of duties necessary to efficiently run an organization. They serve as information and communication managers for an office, plan and schedule meetings and appointments, organize and maintain records and data, manage projects, conduct research, and disseminate information using multiple network resources. They work with other Administrative Staff to provide a wide range of administrative support to a department, site office and /or Administrator. Duties may range from general clerical and receptionist duties to project based work and administrative support to designated departments. Administrative Assistants must possess exemplary written and oral communication skills, professional office skills, and enjoy working in a fast paced, family-style environment. They must be able to project a professional image through in-person, written and verbal interactions. This position requires a high level of independence, self directedness, and an ability to plan, organize and prioritize work load, projects and deadlines from multiple sources. CMP serves children and their families. Our staff must enjoy public interaction with all ages and backgrounds and must maintain a positive, professional, solution-oriented persona. Employees must demonstrate proficiency in Microsoft Word, Outlook and Excel. Background in Quickbooks, Acrobat, Pagemaker, etc. is a plus. Previous school office experience is preferred. Qualifications: A. Personal Disposition: Employee shall possess •A warm and friendly personality, •Sensitivity to the feelings and needs of others, •An ability to relate to and interact well with staff, visitors, and the general public, •Flexibility, resourcefulness, and a positive, team oriented mindset, •An ability to work well with staff and provide meaningful contributions as a member of a team, •Willingness and ability to fulfill the responsibilities and essential functions of the position in accordance with the school’s policies and educational philosophy. B. Professional Skills: Employee shall •Possess a minimum of a high school diploma, •Possess excellent communication, organization, customer service, and interpersonal skills, •Be familiar with and able to use a variety of office equipment such as fax machines, photocopiers, scanners, conferencing and telephone systems, •Be familiar with and able to use various computer hardware and software programs and equipment to include Microsoft Outlook, Microsoft Office Suite (Word, Excel, Pagemaker, etc), APTA, AERIES, Quicken/Quick Books, and any other programs routinely used in the day to day operations of the school, •Maintain a high level of confidentiality, accuracy and attention to detail, •Be familiar with standard office procedures and have the ability to set up and maintain efficient office and record keeping systems, •Maintain a pleasant telephone voice and professional manner in all interactions. Job Duties Responsibilities will include, but are not limited to, the following: •Greet and announce guests and visitors, •Provide basic office orientation to new staff, •Assist with meeting preparation; prepare and maintain agendas for administrative meetings, •Answer telephone inquiries with the ability to provide basic school information to interested parties, respond to general campus/staff requests and route calls to the appropriate network staff member, •Maintain central office calendar and Executive Director record keeping, •Maintain hard copy and electronic filing systems, •Prepare documents, compose correspondence, create and maintain spreadsheets, manage databases, and create presentations, reports, flyers, documents, badges and other written materials using desktop publishing software and digital graphics, •Provide data entry, copying, filing, and general support services for various departments, •Place orders and handle shopping for office and meeting supplies; maintain office equipment, •Open, date stamp and distribute mail daily; and assure prompt processing of all outgoing items; sign for and distribute UPS/Fed Ex packages and other deliveries, •Respond to inquiries for information by sending appropriate material (school brochures, calendars, newsletters, etc) and maintain a supply of these materials at all times, •Maintain the office environment in a clean and orderly manner; manage areas such as kitchen, supply, filing, or conference rooms, •Trouble shoot office technologies and schedule service providers as needed, •Serve as central office liaison to service/supply vendors as well as campus staff and principals, •Coordinate conference registrations, meeting and travel planning for administrative members of the network, •Assist in planning and executing special events and network activities, •Attend meetings and trainings as designated by staff supervisor, site administrator or Executive Director, •Work with and support other central staff members with administrative projects as called upon, •Other duties as reasonably assigned to this position. Essential Functions of the Job: Employees shall possess the ability to •Pass a Department of Justice criminal background check (livescan) and tuberculosis clearance prior to employment, •Be prompt and present as scheduled each day during normal business hours, •Travel locally between school sites and/or to complete office errands as assigned, •Demonstrate reading, writing, language, arithmetic and social skills as required to complete assigned duties and responsibilities, •Hear and understand verbal communications; and carry out verbal and written instructions, •Answer telephones, read emails, and assist staff and guests with inquiries and requests; accurately take messages and relay information to staff, •Coordinate and maintain records for staff equipment, office keys, petty cash, etc. •Walk up and down stairs on a frequent basis each day, •Work indoors and sit at a desk for extended periods of time, •View a computer screen and utilize keyboards for extended periods of time, •Use general office equipment such as copiers, fax machines, binding equipment, laminator, etc. for intermittent periods of time, •Stand for intermittent periods for such duties as copying, filing, etc., •Safely lift and move up to 30 lbs on occasion; safely carry and/or lift above head and shoulders up to 10 lbs., •Reach above head, crouch, sit and stand as needed to perform general office maintenance functions and duties, •Physically interact in an office, classroom and playground setting, •Organize and coordinate schedules, analyze and interpret data, communicate with the public, plan, organize and prioritize work assignments, problem solve, create written communications, accurately complete tasks as assigned, •Display discretion, good judgment, initiative, and ability to work independently with limited supervision, •Work in a fast paced environment, with competing deadlines, and rigorous mental work demands. Work Schedule: This position is full-time, year round: 8 hours per day, Monday through Friday, 250 days per year with specific hours to be determined by site supervisor but within regular business hours of 7:00 am to 6:00 pm daily. Full-time, year round classified staff are eligible for benefits to include: Group health premium allowance, paid vacation and sick leave allowance, paid holidays, access to 125 cafeteria plan and other optional premium products. The staff of CMP believes in honoring the dignity of all human beings. Because of that belief we do not discriminate in our hiring or enrollment practices on the basis of race, gender/orientation, religion, disability, ethnic or national origin.

Requirements / Qualifications

The California Montessori Project is a public K-8 charter program using research-based Montessori pedagogy in providing academic choice for the greater Sacramento area and Shingle Springs, CA. The CMP-Capitol Campus is seeking one talented individual for front desk duties: 8 hours per day. This position is allowed a half hour, duty free lunch break daily. For more information about this position, please access the job description link above. This role is 50% Administrative Assistant and 50% Club Montessori Coordinator (our before/after school program). All interested applicants must complete an on-line application. For more information on the California Montessori Project Charter School Network, please visit www.cacmp.org. All application packages should include:

  • Copy of Transcript
  • Resume