Administrative Assistant/Receptionist

The Administrative Assistant staffs the front reception desk at the school’s main entrance and greets the public, visitors, parents, students, and staff; provides general information; and deals effectively with a variety of personalities and situations requiring tact, judgment, poise, and courtesy. S/he accepts responsibility for, and manages, a variety of daily operational tasks; and s/he provides support to the members of the administration and professional staff. While no job description can include every detail of a person’s responsibilities, the Administrative Assistant is the “go to” person for the myriad of needs that arise day to day.

Responsibilities:

Reception

● Maintain a secure and welcoming entrance to Salem Academy by

o Answering the door bell by observing person(s) at the door, allowing them to enter in a

timely fashion, and greeting them with a smile.

o Ensuring the door remains closed and locked for security.

o Ensuring that visitors sign in and wear a visitor name tags.

● Provide assistance to people needing information, arriving for appointments, or making deliveries.

● Answer the telephone; provide information; transfer calls; take messages as appropriate.

● Perform receptionist tasks with a responsive and welcoming character.

● Attend and support PTS (parent/teacher/student) conferences and other selected events.

Administrative

● Maintain school databases including current and complete information on the Rediker system

regarding applicants, enrolled students, former students, and their families.

● Maintain the Development database with accurate donor records.

● Compose, edit and type correspondence as needed

● Translate correspondence to parents into Spanish

● Serve as a translator as needed in meetings with school staff and Spanish speaking parents.

● Expedite mailings taking ownership over completion of the task through delivery to the post office.

● Ensure the proper delivery and distribution of incoming mail and the delivery of outgoing mail.

● Accept deliveries and distribute appropriately.

● File or forward student test results as appropriate.

● Maintain student records ensuring appropriate security and confidentiality.

● Assist Senior Administrative Assistant with the following:

○ Order, prepare, and distribute materials to new students including planners, locks, etc. as

needed.

○ Maintain inventory of school logo clothing, sell clothing to families, and reorder as needed.

○ Accept cash payments from parents and students and pass them to the appropriate

people.

○ Arrange busses for field trips as needed.

○ Manage student bus passes for public transportation.

○ Take on other duties as assigned.

School Culture

● Have a strong commitment to the school mission.

● Demonstrate an understanding of and commitment to professional ethics.

● Model Salem Academy’s REACH norms in visible daily actions.

● It is expected that all staff will function as self-directed members in a team effort. All activities and

performances should meet appropriate professional standards and adhere to the philosophy and mission of the Salem Academy Charter School.

Working Conditions and Physical Effort

● The normal workday is 8:00 – 4:00 pm Monday through Friday.

● This position includes a half hour lunch break.

● This is a 12 month position and does not include summers off.

● This position includes three weeks paid vacation to be taken when school is not in session unless by special arrangement.

● The policies and procedures in the school’s Personnel Policy handbook apply.

● Work is normally performed in a typical interior/office workplace environment.

● No or very limited physical effort required.

● No or very limited exposure to physical risk.

Qualifications:

● Associates degree or a high school diploma with 3-5 years office experience

● Strong interpersonal and communication skills

● Ability to work independently and handle multiple tasks

● Excellent organizational skills and attention to detail

● Data Entry skills, facility with database work and technology savvy

● Computer expertise in Microsoft Word and Excel

● Bilingual capabilities in Spanish and English

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• Office: 3 years (Preferred)

Language:

• Spanish (Required)

Work Location: In person