Office Assistant - 2025/2026 School Year (Donoghue Campus)

About the position

Under the supervision of the Operations Manager, the Office Assistant will provide administrative assistance to faculty, staff, and students by managing the student records, answering and screening phone calls, preparing correspondence and other written communication, receiving and responding to inquiries and requests, coordinating meetings and events, performing various personnel management functions, monitoring staff time and attendance, managing crisis situations, handling confidential information and other related duties. This is a 12-month, fulltime, benefits-eligible position.

Responsibilities

• Day-to-day operations of the school's front office to include on time arrival, opening and closing the office, stocking and conducting inventory of office supplies
• Provide front office coverage at all times
• Manage the front office area to ensure effective and timely answering of the telephone and the mailing of communications both internally and externally. Ensure that the school's voicemail is checked in the morning.
• Process the incoming and outgoing mail by sorting, collating, distributing, stuffing and mailing as needed
• Monitor the copier machines throughout the building. Perform daily morning walkthroughs
• Manage daily substitute teacher attendance in PowerSchool
• Manage daily student tardies, absences, and early dismissals in PowerSchool
• Responsible for fee collections, greeting and directing visitors, addressing questions from parents and nurturing students in a polite and professional manner.
• Maintain student information database using PowerSchool and Impact systems in a timely manner
• Manage student reporting to UCCS, ISBE, CPS, using PowerSchool, SchoolMint, COPA, FACTS and the Aspen/Impact system, etc.
• Provide administrative support to the campus directors and operations manager as needed. This may include, but is not limited to, special projects.
• Assist with student enrollment, registration, withdrawals, scheduling, transfers, projections and attendance in PowerSchool and Aspen/Impact systems
• Maintain COPA PreK student enrollment
• Maintain school/student permanent and temporary records and organize files. This includes printing and filing student report cards, test scores and medical records in accordance with school policy and audit standards. Maintain PreK-2nd permanent and temporary student files
• Assist with the printing of student awards and all student award ceremonies
• Prepare and organize the printing and distribution of report cards and test scores for transitioning and transferring students
• Manage confidential information appropriately
• Attend to students' medical needs and/or contact emergency medical services as needed (i.e., 911)
• Contact maintenance staff for custodial issues as needed
• Secure and schedule substitute teacher coverage for teacher absences in a timely manner
• Monitor daily submittal of teachers' classroom attendance in PowerSchool
• Participate in all school-related events including Parent-Teacher Conferences, Team Curriculum Night, Enrollment/Registration Events, Back-to-School Events, and other school-related functions
• Coordinate set-up of refreshments and meeting materials in preparation of meetings in absence of Operations Manager
• Assist with field trips and fees in the FACTS system
• Assist the School Nurse with entering students' medical immunization records and annual physicals
• Input Family Income Information into ODA through the CPS Impact system
• Manage and maintain accuracy of student records
• Ensure the reconciliation of Aspen/IMPACT and PowerSchool to meet all compliance deadlines
• Assist with audit compliance
• Assist with student medical compliance component
• Provide support for state mandated compliance report (i.e. enrollment reports, monthly summary, annual report, staffing reports, school report card)
• Perform other job-related duties as assigned, including providing backup coverage to other office or support positions

Requirements

• High School diploma supplemented by at least 3-5 years of administrative work experience. Bachelor's degree is preferred.
• Experience using MS Word, Excel, PowerPoint and performing mail merges
• Must be competent using various office equipment, including equipment maintenance and troubleshooting
• Strong customer service, professional appearance and demeanor
• Typing skills of at least 40-50 words per minute

Benefits

• Health insurance
• Retirement plans
• Paid time off