Office Administrator

Job Title: Office Administrator

Location: ACE School for Autism

Reports to: School Director / Office Manager

Rate: $22.00 to $25.00/hr

Role Overview

As the Office Administrator at ACE School, you are part of a team that is at the heart of our daily operations. The office team ensures that our students, families, and staff have the administrative support they need to thrive in an inclusive learning environment. This is a multifaceted role requiring high-level organization, a proactive mindset, and a genuine passion for supporting the autism community.

Key Responsibilities

School Operations & Logistics

• Front Office Mastery: Manage all school communications (phone, email, mail) and serve as the welcoming face of the school for families and the public.
• Enrollment & Records: Maintain accurate student databases, manage rosters, handle record requests, and coordinate annual reenrollment.
• Attendance & Reporting: Track daily attendance, communicate with parents and district personnel regarding absences, and compile monthly service logs.
• Event Coordination: Organize school-wide events, field trips (including transportation), and assist with emergency drills (fire/earthquake).

Special Education Support

• Meeting Coordination: Schedule and organize Individualized Education Program (IEP) meetings.
• Testing & Data: Manage State Testing schedules and update IEP information within student database
• Compliance: Ensure all operations align with State and Federal laws for Non-Public Schools (NPS) and assist with certification reviews.

Financial & Administrative Support

• Procurement: Manage inventory and purchasing for office and curriculum supplies.
• Accounting Assistance: Handle petty cash reconciliation, lunch program invoicing, purchase orders, and billing-related inquiries.
• Director Support: Provide high-level administrative assistance to the School Director and Office Manager on special projects.

Student Interaction

• Provide a positive, reinforcing environment for students on the autism spectrum.
• Apply positive behavior management strategies and report significant changes to educational staff.
• Administer student medication as required (with proper training).

Qualifications

• Education: High School Diploma required; Associate's Degree preferred.
• Experience: Minimum 1 year of administrative experience, ideally in an educational or special education setting.
• Technical Proficiency: Strong skills in MS Office, Google Suite, and database management (experience with RenWeb is a major plus).
• Soft Skills: Exceptional multitasking abilities, attention to detail, and the ability to maintain professional boundaries while building warm relationships with families and staff.

Physical Requirements & Working Conditions

• Ability to work in a dynamic school environment, including sitting/standing for long periods.
• Must be able to lift up to 30 lbs and occasionally assist with student physical management (crisis intervention) if needed.
• Daily local travel may be required for school errands or lunch pickup.

If you have the skills mentioned above and would like to join the Anova team, please submit your application and a cover letter. In your letter, we'd love to hear about your experience and strengths, as well as why you're a great fit for the ACE Office Administration Team. We will not be reviewing candidates without a cover letter.