Administrative Assistant

Position Title: Administrative Assistant Status: Full-Time/Year-Round Salary: $36,500 Reports to: Superintendent Qualifications: High school diploma Preferred Qualifications: Postsecondary education and prior clerical or school office experience. Summary of Position: The Administrative Assistant serves as a primary point of contact for students, families, staff, and visitors at Discovery Charter School. Working collaboratively with school personnel, this position supports building access and safety, student attendance, communication, and daily office operations.

Responsibilities/Duties

Professionalism:

· Maintain strict confidentiality regarding students, family, personnel and school information in accordance with FERPA and applicable policies. · Maintain consistent, reliable attendance and punctuality to ensure continuous front office coverage, effective building security, and uninterrupted support for students, families and staff. · Exercise sound judgement, discretion and professionalism when handling sensitive situations. · Demonstrate the ability to manage multiple tasks and prioritize responsibilities in a busy school environment. · Work collaboratively with administration, teachers, support staff, and other office personnel.

Reception & Safety:

· Answer, screen, and direct telephone calls; monitor designated school email accounts; and respond or refer inquiries promptly and professionally. · Monitor the front office and main entrance during assigned hours. · Manage the main entrance to ensure the safe flow of students, families and visitors into and out of the building in accordance with established safety protocols. · Greet and assist visitors; verify the authorization of visitors and volunteers using the Raptor system in accordance with school procedures. · Assist with implementation of school emergency procedures, including communication and coordination during emergency situations.

Administrative Support:

· Serve as main office support for arrival and dismissal processes. · Process approved learning experience forms and bus invoices and maintain accurate transportation budgets. · Receive, sort, and distribute incoming school mail and deliveries. · Troubleshoot routine office equipment issues, request service when needed and maintain copier supplies. · Provide designated health office coverage during staff breaks or absences, consistent with training, school procedures and applicable requirements. · Provide appropriate supervision for students assigned to or waiting in the main office. · Support positive behavior intervention systems. · Perform general clerical duties, including filing, copying, scanning, data entry, and documentation preparation. · Maintain an organized front office and adequate office supplies within assigned purchasing procedures.

Family and Community Relations:

· Serve as a positive and professional representative of Discovery Charter School. · Establish and maintain positive working relationships with students, families, staff and community members. · Communicate school information clearly and accurately while directing specialized questions to the appropriate personnel. · Demonstrate sensitivity, patience, and professionalism when responding to concerns or challenging situations. · Support the school’s commitment to a welcoming, inclusive, and family-friendly environment.

Attendance and Student Records:

· Maintain accurate and timely student attendance records, updates and reports. · Issue student tardy passes and update attendance records in PowerSchool. · Assist the Principal with student attendance-related correspondence. · Enter classroom attendance for absent teachers in PowerSchool and run reports as requested. · Maintain student records and process authorized student records requests promptly and confidentially. · Process late arrivals and early dismissals.

Calendar and Event Coordination:

· Maintain school master calendar, including events, learning experiences, and after-school programs, in coordination with designated staff. · Manage reservation calendars for shared spaces used for meetings and after school programs. · Coordinate school picture scheduling, communication, and related student data with the photography provider and school personnel.

Physical Demands:

· Ability to sit or stand at a computer workstation for extended periods. · Dexterity of hands and fingers to operate a computer keyboard and other office equipment. · Kneeling, stooping, bending at the waist, and reaching overhead, above the shoulders, and horizontally to retrieve and store files and supplies. · Physical mobility is sufficient to move about the work environment (school, office, classrooms, and campus) for sustained periods of time on hard flooring, stairs and ramps and to respond to emergency situations. · Pushing, pulling, lifting, and carrying supplies, equipment and packages up to and exceeding 25 pounds. · Must be capable of working effectively in an environment with frequent interruptions from students, staff, and public telephone inquiries.

Additional Responsibilities:

· Perform other job-related duties as assigned by Administration.