Three Tree Montessori School Administrative Assistant Job Description

Summary
The Administrative Assistant provides administrative support to all areas of the school: students, parents, staff, and administration. The Administrative Assistant serves as the first point of contact for families - greeting students, parents, prospective parents, and visitors and providing them with information. The role requires a broad knowledge of the school and the ability to work with concentration and accuracy on a high volume of deadline-driven projects in an environment with interruptions.

This position is a full-time, non-exempt, hourly position. The hours are 8:30 am - 5:30 pm, with the occasional need to provide support for school functions outside of these hours, as directed by the Head of School. The role includes an unpaid hour break in the workday. On occasion, scheduled work hours will vary based on the needs of the school and scheduled events. This is an on-site position; any work-from-home or overtime must be pre-approved in writing by the Head of School. The Administrative Assistant directly reports to the Head of School.

Essential Duties and Responsibilities
The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations can be made to enable individuals with diverse abilities to perform the essential functions.

• Reception: Greet parents, students, and staff in the main office; provide information and direct as appropriate, ensuring visitors and vendors sign in as needed. Answer the phone and retrieve voicemail messages throughout the day, distributing messages promptly. Perform general office duties, including typing, filing, sorting, and handling incoming and outgoing mail.

• Registrar: Proactively work with other administrative staff to align work priorities with the academic calendar and to ensure families receive necessary paperwork and communications related to enrollment and activities. Maintain illness log and provide attendance information daily to classroom staff. Update and maintain the student and family database regularly and with accuracy. Maintain student files, auditing for accuracy and completeness, and following up with families as needed. Appropriately maintain secure confidential records and inquiries. Prepare and provide rosters to classrooms and extracurricular programs. Administer day-to-day Before and After School Care requests and notify staff of any changes in enrollment. Accurately track and report student immunizations to the state annually. Process student transcript and record requests.

• General Office Duties: Prepare and maintain office environment, ensuring a tidy, functional, welcoming space for staff, families, and visitors. Provide support to students and staff in the operation of copy center equipment and materials. Format and complete special projects as assigned by the Head of School. Create and coordinate schedules for special projects including meetings, making room arrangements, field trip/Going Out support, etc. Assist with registration, travel arrangements, and facility rentals for professional development, as needed.

• Safety: Follow and administer medical protocols for students and provide health/allergy information, medications, and medical response paperwork to staff. Ensure accurate log of medication distribution and medication expiration dates in accordance with Dept. of Children, Youth, and Families (DCYF) licensing requirements. Schedule annual CPR/First Aid/Bloodborne Pathogens training for staff. Check school first aid kits and replenish them as necessary. Ensure monthly fire drills and quarterly earthquake and lockdown drills are practiced and recorded. Along with other school/administrative staff, supervise students in the main office and hallways. Maintain current door code list, purging old records, and ensuring families and staff have appropriate building access information. Track and file student injury reports. Monitor illness log and publish reports on communicable illnesses and diseases in accordance with DCYF licensing requirements. Monitor front door and office for safety concerns, reporting issues to authorities as necessary (suspicious activity, animal control, etc.). Maintain accurate contact information for buildings including staff contact information, utilities, alarm system for emergency preparedness. Audit and replenish school emergency kits as needed.

• Financial/Purchasing: Track usage of common-use consumables and supplies, replenishing as needed to maintain a full inventory of supplies. Process purchasing supply requests (curriculum materials, etc.) for classrooms and programs, distributing or returning/exchanging as needed. Input orders and coordinate with vendors to ensure timely delivery.

• Additional Duties: Maintain appropriate certifications and training, as required. Comply with appropriate DCYF, state, local, and federal laws, rules, and regulations. Occasionally perform work beyond a standard 40-hour workweek when required. Provide support for school events: refreshments, room set-up, etc. as requested.

• Supervisory Responsibilities: All school employees have the responsibility of supervising students and assisting in maintaining a safe environment.

Qualifications

• Education and/or Experience: High School Diploma or higher required. At least one year of related experience in typing, general clerical, and/or training or equivalent combination of training and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior experience working in a school setting strongly preferred.

• Interpersonal Skills: Working well with others from diverse backgrounds. Focusing on solving conflict; maintaining confidentiality; keeping a calm demeanor; remaining open to others’ ideas; and collaborating effectively in order to contribute to a positive work environment.

• Communication Skills: Ability to communicate fluently and effectively verbally and in writing. Ability to respond to common inquiries or concerns from students, parents, staff, members of the community, and law enforcement or other agencies with grace, courtesy, and efficiency.

• Mathematical Skills: Ability to maintain petty cash, deposits, handwritten checks, purchase orders, vendor purchases with accuracy.

• Computer Skills: Proficiency in the usage of database software, email, and word processing software. Ability to use the following programs strongly preferred: Google/Chrome, Google Docs and Sheets, and/or MS Word and Excel. Ability to type accurately and proficiently.

• Other Skills and Abilities: Ability to work independently and prioritize workload to meet deadlines. Consistent and punctual attendance. Desire to be in an environment dedicated to children. Desire to learn about and support Montessori philosophy. Ability to exercise good judgment and work in an environment with interruptions.

• Certificates, Licenses, and Other Requirements: Current driver’s license, background check clearance, proof of MMR immunity (vaccine record or titer), negative Mantoux tuberculosis test or clear chest x-ray, and ability to obtain a valid CPR/First Aid card.

Please note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, or functions associated with the position. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Three Tree Montessori School complies with all federal, state, and local laws which prohibit discrimination in employment. The School is an equal opportunity employer that believes it is its responsibility, and that of all its employees, to ensure there is no discrimination in its programs or hiring practices on the basis of race, creed, religion, color, sex, sexual orientation, gender identity, gender expression, age, marital status, veteran or military status, or handicapping condition, or any other status protected by local, state, and federal law.

Salary: $24/hour

Benefits (for Full-time):

• Health/Vision/Dental/LTD/Life Insurance
• Simple IRA Retirement Plan
• 120 hours PTO per fiscal year

Please email resume and cover letter to Nicole Cook at employment@threetree.org.