Administrative Assistant, Education Services

Sage Oak Charter Schools•Redlands, CA

3d•Hybrid

About The Position

The administrative assistant of education services supports the operations of the department as needed with a focus on student enrollment, preparation of transcripts, and maintenance of student files.

Requirements

Two (2) years of related experience preferred
Bachelor's degree, or additional three (3) years of progressive clerical or secretarial experience preferred
State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237).
Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years
Hold and maintain a valid California Driver’s License; proof of automobile insurance; and full time use of a dependable automobile that is insured pursuant to California regulations
Computer and technology literacy: Operate office equipment including a calculator, copier, fax machine, computer and assigned software.
Google docs, Google spreadsheets and other online collaboration tools to send and receive information
Basic arithmetic calculations
Knowledge of applicable laws, codes, regulations, policies and procedures
Conflict resolution
Record-keeping techniques
Methods of collecting and organizing data and information
Embraces Sage Oak’s core values
Maintains integrity at all times
Works independently with little direction
Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner
Maintains flexible and adaptable mindset
Demonstrates sensitivity to individual differences and cultural backgrounds
Maintains confidentiality of sensitive and privileged information
Follows established procedures and meets all established deadlines

Responsibilities

Monitors and tracks program’s budget; Approves expenses against program budgets
Submits purchase orders, tracks and marks as received
Submits and reconciles expense reports
Approves changes or cancellations in course POs
Determines and coordinates travel arrangements and hotel reservations
Performs record keeping and clerical functions (e.g. copying, faxing, filing, etc) for the purpose of supporting assigned administrator and/or site personnel
Maintains supervisors’ appointment schedule/calendar by planning and scheduling meetings, conferences, teleconferences, and travel
Maintains accurate student records in the learning management system (LMS)
Updates manuals and all relating Google documents when changes and updates are made by the personalized high school learning academy program
Attends online and in-person meetings, takes notes, and follows up on reminders as requested by director of education services and principals
Supports supervisor with execution of tasks, creation of reports, note taking, and other similar tasks
Supports parent/staff complaints, escalating to supervisors as needed
Assists the department with organization, planning reporting, and other support
Assists with department technology needs including preparing technology, checking in/out of student technology and troubleshooting problems as needed
Responds to inquiries of students, staff, other educational institutions, and or the public for the purpose of providing information and/or direction as requested
Conserves supervisors’ time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, initiating telecommunications, and removing supervisors from unnecessary email threads, scheduling appointments
Assists with interviews, when needed
Responds to all school related communication within 24 business hours
Documents and refers to the school’s management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
Performs other duties as assigned