Administrative Assistant II - Bilingual English/Spanish

POSITION DESCRIPTION

POSITION: ADMINISTRATIVE ASSISTANT II

REPORTS TO: PRINCIPAL OR DESIGNEE

CLASSIFICATION: NON-EXEMPT/NON-CERTIFICATED

SUMMARY OF WORK PERFORMED: Under the direction and support of the Principal or designee, perform a variety of responsible, specialized clerical, administration assistance, and federal Nutrition School Lunch Program (NSLP) (as applicable), functions of a complex nature involving independent judgement and action, assist in ensuring smooth and efficient operations. Bilingual English/Spanish preferred.

JOB DUTIES AND RESPONSIBILITIES:

General Administrative Assistance

1. Serve as an Ambassadors for NOVA Academy; communicate with a variety of NOVA Academy personnel, management, outside agencies, and the public in a positive manner in alignment with the school values.

2. Translate as requested; create call-out announcements as requested.

3. Prepare and process a variety of materials including but not limited to student letters of transfer, letters, memos, meeting agendas and other written documents; translate letters, memos, meeting agendas and other written documents.

4. Review and check documents for completeness, accuracy and conformance with applicable rules, regulations and procedural requirements.

5. Duplicate items as requested, collate, organize, package and distribute as necessary.

6. Maintain office equipment in proper working condition.

7. Provide information where judgement, knowledge and interpretation of policies and regulations are necessary; establish and maintain school and student files.

8. Assist with planning and implementation of school and organizational activities and events.

9. Assist students with a variety of tasks including but not limited to collecting monies for various purposes, process bus pass funds, late passes, etc.

10. Process and track a variety of materials including but not limited to enrollment packets.

11. Enter student information and data in various student databases (nutrition, attendance, etc.); modify and update student data as needed; prepare applicable reports and provide as requested.

12. Prepare and monitor front office clipboards (for staff, visitors, volunteers, etc.)

13. Maintain and update the inventory of textbooks and school supplies.

14. Create Purchase Orders (P.O.’s) for the acquisition of school supplies.

15. Assist with implementing the school’s safety plans and emergency drills as assigned.

16. Perform other duties as assigned.

Counseling Administrative Support

1. Manage phone calls and refer callers to appropriate source.

2. Provide assistance with scheduling meetings, appointments, etc.

3. Enter student information and data in various student databases and conduct grade checks as requested.

4. Provide clerical support for counseling in general and specifically for the intervention programs.

5. Provide clerical support for special events including but not limited to Career Day, College Fair, Multi-Cultural Days, award ceremonies, gradation, etc.

6. Order supplies for a variety of purposes including day to day operations, meetings, ceremonies, special events, graduation, etc.

7. Create and revise documents as needed which will be utilized to streamline processes and procedures.

8. Perform other duties as assigned.

Attendance Accounting

1. Enter student attendance information into student attendance database; track student attendance and tardies.

2. Verify student absence information with staff and parents.

3. Receive parent notes regarding student absences and verify authenticity.

4. Receive telephone calls from parents reporting student absences or requesting off-campus passes; release student to parents or guardians after verifying identity and authorization.

5. Call parents to confirm undocumented student absences.

6. Issue student readmit slips as needed.

7. Prepare and maintain a variety of attendance records and reports related to student attendance; modify student attendance records with updated student information; ensure various forms are completed and signed.

8. Keep current with rules and laws pertaining to attendance accounting requirements.

9. Perform other duties as assigned.

Transportation

1. Transport students during morning and/or afternoons, as well as to/from college, college field trips, other field trips, etc. (as assigned) – ensuring safety and in accordance with school schedules, using school-owned passenger van or personal vehicle when needed.

2. Follow prescribed drop off and pick up order of assigned students, consulting with supervisor prior to any deviation.

3. Maintain cleanliness of vehicle and communicate repair needs and vehicle issues to the supervisor.

4. Ensure vehicle is filled with gasoline when needed.

5. Perform other duties as assigned.

School Nutrition Program

1. Perform data entry related to free and reduced lunch applications.

2. Assist with the Nutrition School Lunch Program (NSLP), Point-of-Sale (POS) system and meal preparation/service/supervision when needed.

3. Serve as back-up for NSLP for Administrative Supervisor/Assistant to the Principal when needed.

4. Satisfy all mandatory training requirements for the federal Nutrition School Lunch Program (NSLP).

5. Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

1. Must have relevant administrative experience, including proofreading documents and use of office equipment and computer software.

2. Fluent in English and Spanish (both oral and written).

3. Ability to communicate effectively both orally and in writing with students, staff, parents, community and outside entities.

4. Ability to work independently.

5. Ability to work effectively with many interruptions.

6. Ability to be flexible in daily job assignments.

7. Ability to meet schedules and timelines.

8. Strong organizational and interpersonal skills.

9. Ability to maintain positive and professional demeanor while working with a diverse student and community population.

10. Experience working within a high school setting preferred.

11. Valid driver’s license and acceptable driving record as determined by NOVA Academy’s insurance carrier.

12. Must be able to lift up to 20 pounds.

This job description is not intended to be all-inclusive and employee will also perform other reasonably related job duties as assigned by immediate supervisor or other management as required.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Employment with NOVA Academy may be terminated at the will of the employee or NOVA Academy at any time with or without cause and with or without notice.

Pay: $20.15 - $22.68 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20 - $23