P-8 Office Assistant (Temp)

Position Title: P-8 Office Assistant

Department: P-8

Reports To: P-8 Principal

FLSA Classification: Non-exempt

FTE (Full-Time Equivalent): 100%

Schedule of Duties: 11-Month, Temporary

Anticipated Start Date: January 5, 2026

Salary: $23.00 - $28.00 hourly based on level of education and experience

Position Purpose: Acts as the support person to the Montessori preschool building and the P-8 Office Manager.

Essential Functions

• Greets & assists parents, students, prospective students, and visitors while answering phones and voicemail messages for the preschool and as needed for P-8.
• Conducts health screenings and antigen testing as needed, manages daily attendance and provides playground and classroom supervision for the preschool when needed.
• Supports the P-8 Office Manager, Preschool Site Supervisor, Montessori Program Specialist, P-8 Principal, with administrative tasks and clerical assignments with minimal direction for the P-8, including but not limited to mailings (electronic and direct mail), mail merges, office organization, pushpages, SmartSheets assignments, and material management.
• Maintains current Google calendars of all preschool faculty/staff absences and events. Collaborates and schedules faculty and parent newsletters, various event dates (orientations, conferences, and admissions events), and monthly fire/earthquake drills for Preschool and Kindergarten with LMS and Operations calendars and daily schedules.
• Makes calls to preschool parents and K-8 families for student absences, records class attendance, and does daily attendance reports.
• Communicates any dismissal changes to preschool teachers by doing daily after-school attendance logs for Champions, the tennis program, and afterschool enrichment classes when in session.
• Provides minor first aid and antigen testing to preschool students and corresponds with the P-8 school nurse if a student needs care.
• Conducts regular inventory of supplies and processes orders as directed for the P-8. Manages on-site maintenance requests and coordinates maintenance work as needed
• Bookkeeping - keeps track of petty cash for preschool, record, and balances school credit card purchases, and submits receipts to the business office with accounting codes for outside vendors.
• Maintain an organized and tidy workspace in the preschool front office, staff workroom, and greeting area.
• Other duties as directed.

Qualifications Required

• Bachelors degree in Education, Early Childhood Education, Psychology, or closely related field. Must have completed 12 units of Early Childhood Education (ECE). Pediatric First Aid and CPR certification are required.
• Minimum of three (3) years of general clerical experience involving heavy public contact and primary support to a department.
• Proficient in Microsoft Office, Excel, Word, Powerpoint, and Google Suite (Calendar, Docs, Sheets, Slides) and comfortable with tasks such as mail merge and pushpage communications. Proficient using video conference software such as Zoom, Google Meet, or Facetime.
• Ability to use basic office equipment (FAX, copier, printers, security cameras, etc.)
• Proficient in maintaining electronic records and hardcopy paper files and a basic understanding of finance and accounting principles.
• Ability to communicate effectively with all constituents in a school environment while exhibiting extreme diplomacy. Fluency in reading, writing and speaking in English, as well as outstanding interpersonal skills; additional skills in Spanish are valued and preferred.
• Organizational, time management, proven problem-solving skills and analytical abilities are required.

• Must demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations. Must have the ability to apply common sense and understanding to carry out instructions furnished in written or oral form along with the talent to ascertain the hierarchy of needs and provide assistance accordingly.
• Experience with student information system database (WhippleHill, Blackbaud) and coordinating annual office events are desirable.
• A clear commitment to the school's educational philosophy as articulated in the Goals and Criteria of Sacred Heart Schools. Actively uphold and model personal and professional behavior based on our Goals & Criteria.

Physical Requirements and Work Environment

• Works in an often highly stressful environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
• Demonstrated excellent attendance and punctuality.
• May work at a desk and computer for extended periods of time.
• Work primarily in a traditional climate controlled classroom environment and intermittently in outside weather conditions, including heat and cold typical to the Mid-Peninsula in the Bay Area.
• Be able to occasionally lift up to 40 lbs. and regularly travel safely and comfortably over a 63 acre campus. Ability to bend, stoop and reach.
• Abide by school’s current safety policies (ex: wearing masks, washing hands, etc.)