What are the responsibilities and job description for the Administrative Assistant - Operations Specialist position at Santa Fe South El Camino Elementary?
Academic Operation Specialist
Major Responsibilities and Duties
- State Compliance & Reporting
- Ensure accurate, timely submission of state-required reports (enrollment, attendance, staffing, etc.).
- Maintain compliance calendars and track deadlines for all reporting requirements (scheduling/reporting drills, accreditation documents, data entry, etc.).
- Work closely with district/school leadership and external agencies to ensure alignment with state education guidelines.
- State Testing Preparation of Documents
- Prepares documents needed for the testing process; ensures full compliance and security.
- Ensure test security protocols and training are implemented correctly.
- Monitor participation, resolve discrepancies, and coordinate make-up testing.
- Work closely with building test coordinators.
- Student Information System (PowerSchool) Management
- Maintain accurate student records including demographics, attendance, enrollments, withdrawals, and transfers.
- Generate reports from PowerSchool to support compliance and decision-making.
- Enter incidents into Incident Management in PowerSchool.
- Maintaining up-to-date records of new immunizations required by the state.
- Troubleshoot data entry issues and train staff in SIS best practices.
- SIPS Meetings
- Set up meetings with parents and school staff.
- Track and collect documents needed for SIPS meetings.
Other Responsibilities As Assigned by Site, including but limited to:
- Supporting all testing not just state testing (MAP, make-up testing for common assessments, etc).
- Supporting with intervention material management
- Supporting with coordinating substitutes and coverage
- Maintaining coherent professional office culture.
- Communicating with families/interpreting for school leaders.
- Support school leadership in executing calendars, events, and parent communication (literacy nights, back to school bash, etc.).
- Attend meetings/trainings as required by administration.
- Works overtime as required.
Qualifications
- High school diploma required.
- Educational office training preferred.
- Strong computer skills and proficiency in Google Suites and student information systems.
- Use of a 10-key calculator by touch; accuracy with numbers.
- Highly motivated with strong organizational skills.
- Effective interpersonal and organizational skills.
- Effective communication with stakeholders.
- Ability to lift 40 pounds to shoulder height occasionally.
210 Days
Reports to Site Leader and Director of Academic Operations