Operations Assistant Job Description
We anticipate that job responsibilities for all positions will evolve as our organization grows. Successful employees demonstrate capacity for flexibility and the multifaceted skills that will nurture this growth.
The Operations Assistant ensures smooth organizational functioning by assisting the Operations Coordinator and other administrative team members with daily tasks and projects related to school operations while providing excellent customer service to students, families, and the community at large. The Operations Assistant ensures that routine tasks are managed consistently and accurately in a timely manner. He/she supports school leadership in managing routine clerical and communications tasks as assigned. Specific on-going duties and projects will include:
External and Internal Communications (Reception)—there is a smooth and timely flow of communication between parents, students, staff, and the general public.
Answer incoming phone calls and email
Receive and greet parents and visitors
Deliver messages as needed
Manage all mailings to families as scheduled
Mail Processing and Distribution—mail is sent, received, and distributed on a daily basis; all cash receipts are promptly processed.
Pick up and process all incoming mail
Inventory postage and make purchase request for more when necessary
Prepare mailing labels for staff as necessary
Administrative Support—enhances the productivity of administrative staff by handling administrative tasks.
Provide support to substitute teachers by distributing sub plans and answering general inquiries
Communicate with appropriate staff about student matters
Answer requests for administrative information from other staff
Schedule meetings and other appointments with appropriate staff members
Develop and maintain filing systems related to job responsibilities
Student Attendance Support—accurate recordkeeping of student attendance is managed on a daily basis.
Sign late students in using SchoolTool by 10 a.m.
Record early student dismissals and appointments in SchoolTool, and maintain hard copies of excused notes
Generate a period audit report for first period attendance daily at 9:30 and monitor SchoolMessenger robocalls.
Review absentee list for the day to confirm accuracy.
Manage student traffic in lobby and hallways to support class attendance
Operations Tasks—the building is neat, orderly and in good repair; a positive, professional atmosphere is projected into the community; student and staff operations needs are met in a reasonable time frame, staff is able to use the copier and access forms without having to stop to restock, etc.
Assist in maintaining cleanliness and organization of common areas
Arm exit doors daily.
Secure the building and turn off lights at the end of the day.
Keep forms for employee use stocked in copier room.
Keep copier stocked with paper and copy area tidy
Inventory supplies and note what needs to be ordered
Episodic Facilities Related Tasks as below
Assist in the maintenance of neat, safe and orderly facilities. This includes reporting repairs and maintenance needs or resolving minor ones, and cleaning and picking up
Transportation Coordination –students have the transportation they need, no (or few) crises
Interface with districts re: busing schedule & timing
Order bus passes for students (TCAT)
Support teachers in arranging transportation for field trips (TCAT)
Student Information Services -- data is complete, accurate and entered into ST within 24 hours of receipt.
Maintenance of student records (including the collection of all required documents from families)
Student Work Permits (episodic)--Students are able to get work permits in a timely manner.
Provide students with work permits as needed.
Other duties as assigned by the Operations Coordinator or Principal and Superintendent