Job Title: Administrative Assistant

Classification: Exempt

Position Type: Full-Time

Reports: Director of Human Resources

Date: June, 2024

Administrative Assistant Job Description

Nature and Scope of Job: Philip's Academy Charter School seeking a highly motivated and organized individual to join our team as an Administrative Assistant for the HR & Finance department. The ideal candidate will be detail-oriented, organized, responsive, and a self-starter .

Responsibilities:

Human Resources

• Assist with recruitment processes, including posting job openings, scheduling interviews, and corresponding with candidates.
• Conduct initial screening of job applicants and coordinate interview schedules.
• Draft and prepare HR-related documents, such as offer letters, employment contracts, and HR policies.
• Assist in managing and responding to HR-related emails and inquiries from staff members.
• Perform E-Verify and I-9 processes in compliance with federal regulations.
• Utilize Paychex for HR-related tasks, such as payroll processing and employee data management.
• Maintain accurate and organized HR records and documentation.
• Actively participate in onboarding processes for new hires and ensure all required documentation is completed accurately.
• Very good working knowledge of Microsoft Office (Outlook, Word, Excel, etc.) and related computer software
• Provide administrative support to the entire Administrative Team as needed.

Finance

• Assist with Accounts Payable and Accounts Receivable in our Finance Department
• Payment Inquiries re: any online systems used to collect payments
• Maintain Vendor contact and compliance
• Must be able to work effectively with patients and families of all ages and cultural backgrounds;
• Ability to maintain customer service orientation and professionalism in all interactions;

Qualifications:

• At least 2 year of practical HR or Finance experience is required.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent attention to detail and accuracy in all work.
• Proactive and self-motivated with the ability to work independently.
• Quick learner with the ability to adapt to new systems and processes.
• Strong communication skills and the ability to ask questions and seek clarification when needed.
• Diligent note-taking skills to ensure accurate documentation and record-keeping.

Education & Experience:

• High School degree; additional qualification as an Administrative Assistant or Secretary will be a plus
• Associate or Bachelor's Degree (Business Administration or HR-related field) preferred
• 1-2 years of Admin or Office Support experience REQUIRED

Job Type: Full-time

Pay: From $42,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• administrative assistant: 2 years (Required)

Work Location: In person