Job Description:
The Administrative Assistant reports to the Principal/School Director of the assigned CHP School, in providing secretarial and administrative support to the Principal; communicating information to students, parents, staff, and/or other schools; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

I. Essential Duties and Responsibilities

The following is an explanation of the duties of the Administrative Assistant. It includes the major highlights of the requirements of the position. There should be a clear understanding that the duties outlined below are not all encompassing. Additional responsibilities may be assigned to the Administrative Assistant as required.

1. Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.
2. Maintains a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars, clipping book, outstanding supply orders, etc.) for the purpose of documenting activities.
3. Providing reliable information and complying with district, state and federal requirements.
4. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.
5. Monitors assigned department/program activities (e.g. fundraising, graduation fees, purchase orders, office machine operations, etc.) for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
6. Orients new site personnel regarding appropriate school practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
7. Oversees student workers/volunteers for the purpose of developing their office skills and ensuring their understanding of established policies and procedures.
8. Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
9. Diffuses potentially hazardous situation within the school site for the purpose of taking action and/or directing to appropriate personnel for resolution.
10. Prepares written materials (e.g. correspondence, agendas, minutes, newsletter, Parent Handbook, bulletins, reports, bank deposits, receipts, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
11. Processes documentation and materials (e.g. mail, supplies, registrations, collections, work orders, forms, field trip forms, receipts, student database updates, requisitions, travel requests, etc.) for the purpose of disseminating information to appropriate parties for action.
12. Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, Administration, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
13. Schedules various activities (e.g. meetings, testing arrangements, assemblies, special programs, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.
14. Supports Principal, counselors and other administrative personnel for the purpose of assisting with their administrative functions.

II. Professionalism

1. Maintains positive and professional relationships with colleagues, children/students, and parents.
2. Contributes as a team member and actively collaborates with others to meet the mission and goals of CHP Charter Schools.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Training and Experience

1. High School Diploma or GED required, and college credits.
2. Associates Degree preferred.
3. Bilingual (Spanish and English) required.
4. Required English grammar, spelling and punctuation.
5. Technology savvy.

Work Environment

1. The Administrative Assistant will work indoors, outdoors, on campus and off campus with frequent stressful situations.
2. You will work minimally work 37.5 hours in a work week that may include occasional weekend and evening work. It is expected to work beyond the regular work week hours.