School Office Assistant

Company Name:
Metro Montessori
The position of School / Office Assistant works in a fast-paced, rapidly changing environment. This diversified position performs a variety of administrative, office and classroom duties including those responsibilities of a confidential nature. Duties performed are designed to work with the Head of School and/or Lead
by performing routine office or classroom responsibilities by planning, organizing, and participating in the school functions and daily operations. This is a full-time, 12-month position.

School / Office Assistant Expectations:
Manage school reception area and parent lobby.
Greet and direct visitors, as and when appropriate; ensure that visitors sign the guest log.
Resolve routine administrative problems and answer inquiries concerning activity and operations of school.
Conscientiously make an effort to get to know the children of the school individually, encourage them to share their work, problems and joys. Getting to know and love the children is the most effective way to communicate to new and existing parents what the school is really about.
Answer phones throughout the day and respond to questions, or route calls to appropriate staff member.
Greet and assist children or staff members who come to the office to deliver messages or pick up information.
Supervise any child who is brought to the office to await the arrival of a parent or caregiver.
Greet parents or caregivers who come to the office to pick up a child outside normal pick-up times. Make sure the parent or caregiver signs out the child.
Occasionally contact parents when a child has had an accident or is ill.
Schedule interviews, observations, tours, and conferences as directed.
Track RSVP's for various
throughout the school year.
Schedule, coordinate and monitor class photographs and act as liaison between families and the photographer.
Perform a wide variety of typing assignments, which are sometimes confidential in nature.
Assist with projects as needed, including creating nametags for use during events; proofing documents created by others, copying, binding, and distributing any administrative documents.
Develop written and verbal communications, including writing, drafting and editing communications; including but not limited to Staff Meeting minutes.
Prepare monthly one-page school newsletter.
Stuff, address, and label envelopes for mailings.
Maintain and update phone and e-mail staff directories.
Perform a range of staff and/or operational support activities; may serve as a liaison with teachers and classrooms on basic administrative and/or operational matters.
Substitute in classroom, as needed.
Prepare photocopies and facsimiles, and operate a variety of office equipment.
Assist with the maintenance, processing and updating of records, certificates, and/or other school documents.
Arrange meetings and appointments, and perform other duties related to maintaining one or more individual's schedules.
Order, stock and distribute perishable, non-perishable and office supplies.
Coordinate various school events.
Attend general school functions, as requested.
Perform other duties and responsibilities as assigned.

School / Office Assistant Qualifications and Skills:
High school diploma or equivalent required.
CDA, 45 hour Infant and Toddler training and/or 90-hour course a plus.
Three to five years of experience performing complex administrative or secretarial duties within an educational or business office environment.
Strong ability to work independently with self-direction.
Excellent customer service, interpersonal, and diplomatic skills when interacting with children and parents.
Ability to multitask and remain focused and good-natured under pressure.
Excellent written and verbal communication skills.
Ability to use discretion with confidential information, as this position is exposed to information regarding families and students.
Must be positive, organized, patient, confident, flexible and available.
High level of proficiency working on Microsoft Office for MAC, including Word, Excel and Outlook; experience with Publisher a plus.
Comprehensive knowledge of office systems, practices, and administration.
Proficient reception and telephone communication skills and techniques.
Knowledge of office machines and their maintenance.

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