Summary
The primary focus of this position is to support the School of Autism. Provide excellent customer service via phone and to walk-in individuals. Organize, coordinate, and maintain NPS related documentation; fulfill parent/guardian and school district inquiries and needs. Translates verbal and written school communications for our Spanish-speaking clients and families.
Role and Responsibilities
- Greet and welcome visitors; determine their needs and direct them appropriately.
- Answer, screen, and route incoming phone calls using a multi-line system.
- Manage calendars, schedule IEP meetings/tours, and coordinate meeting rooms.
- Maintain a tidy, presentable reception area with necessary supplies.
- Order and organize office supplies and inventory.
- Receive, sort, and distribute mail, packages, and deliveries.
- Prepare visitor badges, maintain sign-in logs, and follow security protocols.
- Provide basic information in person, by phone, or via email.
- Perform clerical tasks such as filing, photocopying, scanning, and data entry.
- Monitor entry points and enforce visitor access procedures.
- Receive and forward lunch daily requests to the cafeteria.
- Assist with typing and/or mailing of school communications, parent announcements, staff announcements and other school correspondence.
- Assist with daily attendance.
- Mail and file progress report cards.
- Maintain the student database system
- Schedules and sets up all IEP meetings
- Translate into Spanish for all necessary meetings and/or calls.
- Performs other reasonable related duties as assigned.
Qulifications
- Minimum of AA degree or equivalent
- Minimum 1 year administrative/secretarial experience, preferably in a school setting
- Bi-lingual speaking (Spanish) preferred
- Strong analytical skills and the ability to quickly learn and apply technical knowledge
- Excellent oral and written communication skills
- Exceptional interpersonal and customer service skills
- Strong knowledge of a variety of computer programs including database, spreadsheet, word processing programs, presentation, and E-mail functions, MS suite.
- Accurate typing speed of 55-60 WPM
- Must fulfill all requirements of employment, including clearance of all required background records (e.g. Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional, physical examination, and drug testing
Physical Requirements
In the course of performing this in-person job, the incumbent must be able to lift at least 40 lbs. Frequent sitting, twisting, typing, talking, hearing, and repetitive motions. Occasional walking, standing, bending, grasping, pulling, pushing, and reaching.
Skills Required
- Associate of Arts degree or equivalent
- At least one year of administrative or secretarial experience
- Bilingual Spanish speaking ability
- Strong analytical skills and ability to learn and apply technical knowledge
- Excellent oral and written communication skills
- Exceptional interpersonal and customer service skills
- Knowledge of database, spreadsheet, word processing, presentation, and email software, including Microsoft Office Suite
- Accurate typing speed of 55–60 words per minute
- Successful completion of required background checks, including Department of Justice, Child Abuse, California Community Care Licensing, and County Sanction List checks
- Successful professional and physical examination and drug testing
- Ability to lift at least 40 pounds and perform the listed physical job duties
What We Do
Haynes Family of Programs is a California organization that supports children with special needs through specialized treatment and educational services. Its programs address emotional development, autism, Asperger’s Disorder, learning disabilities, neglect, and abandonment. The organization operates a group home, non-public school, and mental-health programs, creating a nurturing, therapeutic environment while serving hundreds of children each year through residential and educational settings.
