At Classical Prep Early Academy, the role of the Administrative Assistant is to serve as support to the families, staff, and Director. The person in this role is responsible for overseeing and organizing admissions, digital files, and student paperwork. They will be an integral part of the Early Academy team with face-to-face time with all families. They will be the key person for all admissions aspects.

Overview

• Position: Full-time, year-round
• Work Schedule: 10:00 am – 6:00 pm daily
• Pay: $16.00 per hour
• Benefits: 10 days of PTO, 8 paid holidays
  * Work hours are subject to change.

Specific tasks required of this role include, but are not limited to, the following:

Fiscal Management

• Keep copies of the long forms submitted to the state and communicate anticipated revenue to COO upon submission of forms to state
• Ensure VPK vouchers are turned in by the deadline to receive funding from the state
• Charge accounts in Brightwheel at the beginning of each month. Track payments for scholars including but not limited to program fees, tuition payments and fundraising monies
• Purchase food, supplies and equipment as needed in collaboration with the Director of Early Academy
• Keep an electronic inventory of supplies

Human Resources

• Assist leadership with scheduling, coordinating and participating in the interview process
• Assist with onboarding and training of new employees (collect paperwork and help with scheduling fingerprinting, policies and procedures)
• Assist in overseeing day-to-day staffing schedules and maintain appropriate teacher-child ratios at all time
• Assist in coordinating and planning daily break schedules
• Work with Director to provide support to teachers

Compliance

• Assisting in ensuring compliance with licensing requirements of the Department of Children and Families and Early Learning Coalition as well as all other applicable county, state and federal laws and regulations
• Plan and implement health and safety programs including universal health precautions, emergency procedures, and facility and equipment safety
• Keeps the Director informed of any necessary information regarding the care and safety of children
• Assist and accept responsibility in other daily center duties that might be temporary in the event other personnel are not available
• Adhere to mandatory reporting guidelines
• Communicate with facilities department as needed
• Implement site wide safety checks
  • Classroom/child safety
  • Playground
  • Parking lot
  • Common areas

Communication

• Assist Director in all communications on Brightwheel

Other Duties

• Oversee and assist with school events as assigned by the Director
• Create and track curriculum, book and class inventory lists and make suggestions for purchasing needs to Director
• Plan, schedule and coordinate field trips
• Assist with PD sessions, scheduling, and prep
• Work with the Director to oversee summer camp

Admissions Responsibilities

• Work with the Director and School Operations Manager at the main campus to manage the waitlist, keep it up-to-date, and ensure spots are filled on a continual basis.
• Ensure the accuracy of enrollment spreadsheets/class rosters.
• Collect completed enrollment and re-enrollment paperwork.
• Create and maintain student files and ensure all paperwork and shot records are up-to-date and in legal compliance.

** MAY PERFORM OTHER DUTIES AS ASSIGNED**

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required for this position.

 

To be considered for a role as the Administrative Assistant, a candidate must…

• Have strong interpersonal, written, and verbal communication skills
• Possess strong organizational, self-management, and problem-solving skills
• Demonstrate high proficiency in Google Suite, and Canva programs
• Have a minimum of two years work experience with administrative work/office management
• Agree to complete all DCF training requirements

Work Environment
While performing the responsibilities of this position, the work environment characteristics listed below are
representative of the environment the employee will encounter:

• Usual school working conditions
• May be noisy during high student traffic
• Often has to set work aside to support students and staff

Physical Demands
The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Be able to work in heat, cold, damp, and dry conditions
• Ability to reach, bend, stoop, push, and/or pull

Overtime Eligibility
This job is exempt from the overtime provisions of the Fair Labor Standards Act.

Evaluation
Performance will be evaluated in accordance with Classical Preparatory School’s evaluation rubric.