Temporary Office Admin - Non Exempt

Charter School Associates•Miami, FL

About The Position

The Temporary Office Admin provides secretarial and administrative support to the Principal and Administrative team, helping manage daily school operations, communications, records, schedules, meetings, and office needs. The role maintains calendars, lists, filing systems, confidential files, and documentation; responds to information requests; and coordinates substitute, teacher certification, club, field study, and volunteer fingerprint records. The position also supports Board and other meetings by preparing documentation and agendas, arranging meeting spaces, posting required notices, taking minutes, and distributing meeting materials. Additional duties include assisting with audit preparation, maintaining safety drill and accident records, supporting the Teacher Lead Money program and Impact Aid processes, ordering office supplies, providing reception and lunch-duty coverage when needed, and attending staff meetings, Open Houses, Lottery events, and similar activities. Other duties may be assigned by the Principal.

Responsibilities

Create and forward the weekly Look Ahead to the Principal.
Provide secretarial support to the Principal and assist the Administrative team.
Maintain the Principal’s schedule, record messages, keep a message log, schedule meetings and appointments, regularly check voicemail, and sort and deliver mail.
Maintain and update faculty, phone, substitute, and school calendar information; provide the substitute list to faculty.
Respond to information requests and sort and date-stamp incoming mail for the Principal and Assistant Principal.
Maintain a tickler system for deadlines, assignments, and projects, and keep documentation, reports, correspondence, and other records filed and current.
Maintain filing systems, including locked confidential files.
Assist with processing teacher certification information in Excel and process Out-of-Field Waivers, documenting them in an Excel spreadsheet.
Prepare Board Meeting documentation, organize and set up Board meetings and other Principal-led meetings, and post mandatory Board meeting notices.
Train and coordinate substitutes for teachers.
Handle club and field study paperwork and processing; monitor Charter Tools for monthly items due.
Assist with audit preparation and maintain and disseminate Leadership Team packet information to Administration.
Maintain and process safety drill documents, including fire drill, lockdown, and tornado records; maintain student and staff accident reports.
Manage the Teacher Lead Money program.
Provide receptionist coverage when needed and prepare lunch-duty schedules when needed.
Maintain Emergency Management Plan information and the “Go Bag.”
Assist with Impact Aid forms and attend trainings.
Distribute school-wide email as approved by the Principal.
Maintain office-material inventory and order supplies as needed.
Attend all staff meetings and all Open Houses, Lottery events, and similar events.
Prepare meeting agendas, take minutes, and distribute minutes for required meetings in a timely manner.
Welcome visitors, arrange for their comfort, and screen unexpected callers.
Maintain volunteer fingerprints and perform other tasks and responsibilities assigned by the Principal.