Administrative Assistant II

Description

JOB SUMMARY

The Administrative Assistant II works in the main office and is responsible for administrative and receptionist duties. S/he must uphold a professional and calm attitude in a highly dynamic environment. Routine duties include answering and routing calls, greeting school visitors, and coordinating meetings for district representatives, clinicians, teachers, and parents while providing clerical support for the Administration. Also acts as transportation and enrollment coordinator.

ESSENTIAL DUTIES & RESPONSIBLITIES

• First person designated to answer and manage telephone calls. 
• Greets and performs security protocols for all school visitors, as necessary; maintains a daily log of visitors to the school. 
• Escorts visitors to conference room/administrative areas as necessary. 
• Manages transportation services in coordination with referring school districts. 
• Assists with logging and creation of daily student attendance, lateness, and suspension reports. 
• Types, files, and processes clinical and behavioral support reports and correspondence, upon request. 
• Maintains log of critical mail correspondence and handles mail routing to appropriate locations. 
• Manages, orders, and collects applications and funds for student lunch and supply orders. 
• Provides clerical support for the Admissions department such as logs, intake referrals, scheduling interviews, and sending admissions correspondence. 
• Monitors and maintains the electronic student referral portal, including processing of records, and creates new student files upon acceptance to the school. 
• Schedules appointments for parents, teaching staff, students, and visitors to meet with administrators as requested. 
• Performs routine clerical functions such as filing, typing, answering the telephone, and making photocopies. 
• Assists the Executive Assistant with clerical duties. 
• Maintains confidentiality, records actions taken on sensitive issues, releases information, and requests billing services for such to authorized parties. 
• Maintains privacy of staff and students by keeping their information confidential in compliance with applicable laws. 
• Performs other duties as assigned by the Education Director and Executive Assistant to the Executive Director

WORK ENVIRONMENT/PHYSICAL DEMANDS

The Administrative Assistant II must have the ability to adapt to a changing environment that encompasses the following: 

• Heavily trafficked main office with frequent interruptions 
• Frequent and overlapping phone calls 

REQUIRED EDUCATION & EXPERIENCE

• High school diploma or equivalent required 
• Five years of related work experience 
• Knowledge of general administrative and clerical procedures and systems such as Google Drive and Microsoft Suite 
• Ability to quickly learn and become proficient in new software
• Experience in a school setting highly encouraged

PREFERRED EDUCATION & EXPERIENCE

• Ability to multi-task 
• Ability to work with people of various backgrounds 
• Ability to uphold a professional demeanor in a busy school setting
• Excellent organizational and interpersonal skills

ADDITIONAL ELIGIBILITY REQUIREMENTS

All employees of Valley Day School must obtain and submit to the school the appropriate clearances before their first day of employment. These documents include, but are not limited to: PA Criminal Record Clearance, FBI Fingerprint Registration Information, DPW Child Abuse Clearance, Act 168 form for present and past employment history, etc.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Valley Day School is committed to equal opportunity in employment. It is the Company’s policy that equal employment opportunity be provided without regard to race, religion, color, sex (including pregnancy and gender identity/expression), sexual orientation, marital status, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or any other factors protected by applicable federal, state, or local law or any other status protected by law.