Administrative Assistant, Elementary School

HERITAGE CHRISTIAN SCHOOL

ADMINISTRATIVE ASSISTANT, ELEMENTARY SCHOOL

POSITION OBJECTIVE: This position exists to provide a welcoming atmosphere for students, parents, and employees by demonstrating Christ-like character and effectively administering the duties assigned. The major responsibility is to manage daily student attendance and scheduled events for the elementary school.

QUALIFYING CHARACTERISTICS:

The employee must be a Christian with an authentic and a mature personal relationship with Jesus Christ, who agrees to the HCS Statement of Faith, Charter of Core Values and Employee Covenant in both their professional conduct and personal lifestyle. The employee is committed to incorporating these qualities and standards in carrying out the calling to Christian education. The ES Administrative Assistant is professional and customer service-oriented, with a friendly and welcoming demeanor. Ability to execute multiple projects/tasks simultaneously. This employee must maintain a high level of integrity and discretion in handling confidential information.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS: A H.S. diploma or equivalent. Previous administrative work in an office, education or faith-based environment is preferred. Event planning experience desired. Proficiency in Google Suite is required. Experience using databases and cloud-based software is a plus.

ESSENTIAL SKILLS AND ABILITIES:

• High attention to detail

• Ability to gather and interpret data

• Ability to independently learn and maximize the use of school-based software

• Excellent verbal and written communication skills

• Event planning

• Ability to multitask and work with frequent interruptions

• Ability to interact well with all members of the Heritage school community (students, parents, teachers, staff, and visitors)

MAJOR RESPONSIBILITIES:

• Maintains a welcoming professional atmosphere for students, parents, and employees

• Answers elementary school office phones

• Assists admissions with coordinating transcript requests

• Assists substitute teachers during the school day as needed

• Tracks and maintains the school calendar

• Assists with event planning

• Maintains all office equipment, teacher’s lounges, and lost and found

• Oversees daily student attendance, including the approval of absence requests, communication of attendance concerns to ES administration, tracking of unexcused absences, and attendance requirements for extracurricular participation

•  Provide state testing support as needed.

•  Assists in the management of financial transactions, check requests, and purchase orders.

•  Plan and organize school supply kids with SchoolKidz.

•  Coordinate and lead room parents.

•  Manage school event parent sign ups and attendance. 

•  Coordinate record requests. 

•  Set up the “academic year” in Veracross for the Elementary School (prior to the start of each school year)

• Input academic calendar dates, color days, faculty details, etc...

• Schedule courses, classes, homerooms and enroll students accordingly. 

• Prepare and send Home Room assignment letters/emails

• Prepare Meet the Teacher Sign Up

• Maintain course changes, including student enrollment changes throughout the year. 

• Process report cards for the Elementary School.

• Assist teachers with gradebook setup and procedures to enter/post grades and comments.

• Process and publish quarterly and semester report cards.

• Obtain/print individual report cards upon request (for ESS, parent meetings,records requests for former students, etc…)

• Other duties as assigned

The above description covers the most significant duties performed, but does not restrict the administration’s right to assign or reassign other reasonable duties, responsibilities, or expectations to this job at any time, with or without notice. The information contained in the job description is for compliance with the American with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.

PHYSICAL REQUIREMENTS: The majority of the time spent in this position will be stationary at a desk. Must be able to move 30 pounds, ascend and descend stairs, operate all office equipment, remain stationary for extended periods of time, while also frequently having to traverse around the building.

WORK ENVIRONMENT: The employee should expect mid-noise level; may work alone or with others; majority of work while in the office is completed while stationary at a desk using a computer monitor and keyboard and phone; frequent interactions with students, parents, faculty, staff and administrators. Must be able to traverse campus and some weather may be encountered.

WORK SCHEDULE:  This position does not follow the academic calendar. Monday - Friday, 7:30 am – 4:00 pm during the school year.  Flexible part-time hours  during school breaks including the summer, in general, averaging approximately 25-30 hours per week.