Office Assistant

Job Summary
The Office Assistant serves as the first point of contact for The Behavior Helper Academy. This role is responsible for managing front office operations, supporting administrative and HR systems, assisting with student transportation coordination, and ensuring a welcoming, organized, and professional environment for students, families, staff, and visitors.

The Office Assistant plays a critical role in maintaining confidentiality, supporting communication across departments, assisting with special programs and events, and ensuring efficient daily operations aligned with TBHA’s mission and values.

Key Responsibilities
Front Office & Reception

• Greet and assist students, families, visitors, vendors, and staff in a professional manner
• Answer and route incoming phone calls and emails
• Monitor building entry and ensure visitor sign-in procedures are followed
• Maintain a welcoming, clean, and organized front office environment
• Receive and distribute mail, packages, and deliveries
• Provide accurate information regarding the School District and its activities to families, the public, and media as appropriate
• Call parents/guardians when a child is absent from school
• Assist leadership during bus/van loading at the beginning and end of the school day and during other transportation periods
• Assist with transportation coordination for special needs students
• Be prepared to assist in the administration of first aid in the event of an emergency

Administrative & HR Support

• Maintain student records, attendance documentation, and general filing systems
• Assist with enrollment, intake documentation, and records requests
• Assist with onboarding documentation coordination and tracking
• Support scheduling of meetings and assist with document preparation and data entry
• Maintain strict confidentiality of all student and personnel records
• Manage office supply inventory and order materials as needed
• Support basic HR reporting and documentation requests as directed by leadership
• Demonstrate initiative and independent judgment in establishing and maintaining professional office routines
• Perform needed errands to support school and administrative operations

Communication & Coordination

• Support internal communication systems (Google Workspace, messaging platforms, etc.)
• Coordinate delivery logistics, mail distribution, and vendor communication
• Assist in implementing special programs and initiatives as directed by leadership
• Assist in coordinating special events
• Assist in preparing news releases for media distribution and special publications
• Follow established chain of command and TBHA policies

Compliance & Documentation

• Ensure front office and personnel documentation processes align with TBHA standards
• Maintain accurate documentation in accordance with school, employment, and organizational policies

Qualifications
Required

• High school diploma or equivalent
• 1–3 years of administrative, receptionist, office support, or HR assistant experience
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Google Workspace and general office technology
• High level of professionalism, discretion, and confidentiality

Preferred

• Knowledgeable of AI platforms
• Associate’s or Bachelor’s degree
• Experience in education, nonprofit, behavioral health, or HR support settings
• Familiarity with student information systems or HR platforms

Skills & Competencies

• Attention to detail and accuracy in documentation
• Ability to manage multiple priorities in a fast-paced environment
• Professional demeanor and customer-service mindset
• Strong interpersonal skills and emotional intelligence
• Ability to remain calm and solution-focused during busy or high-stress moments
• Initiative and sound independent judgment
• Alignment with the mission and values of The Behavior Helper Academy

Work Environment & Expectations

• Work location is primarily in-office
• Regular and punctual attendance is required
• Prolonged sitting and computer use required
• Occasional standing for extended periods
• Ability to lift up to 50 pounds
• Work occurs in an educational setting where students may display dysregulated behavior or loud vocalizations
• May be exposed to high-noise environments during student escalations
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

SUPERVISORY RESPONSIBILITIES: None
* All other duties as assigned by leadership

Punctuality and Professionalism
Being a part of TBHA includes your agreement to consistently arrive on time and conduct yourself in a professional manner while at work. We understand emergencies happen; if you anticipate being late or absent, you are expected to contact your supervisor as soon as possible.

Open and consistent communication is essential at TBHA. Staff are encouraged to respectfully share relevant thoughts, ideas, and observations. While we follow the established chain of command, collaboration is vital for student and organizational success.
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Reports to: Executive Team
FLSA Status: Non-Exempt, 12 Month Calendar (40 hours per week)
Evaluation: Performance in this position will be evaluated regularly by the Executive Team

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• School administration: 3 years (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: In person

Salary : $17 - $19