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Office Assistant (Temporary- Spanish Speaking)

Company Alpha Public Schools
Location San Jose, CA 95122
Update 6 Day ago
300
POSITION: Office Assistant

REPORTS TO: School Principal

KEY RELATIONSHIPS

  • Alpha Public Schools teachers & principals
  • Students and Families
  • Alpha Operations Team
LOCATION: Alpha Public Schools, San Jose, CA

ORGANIZATIONAL OVERVIEW

Born out of parent activism, Alpha Public Schools is a network of public charter schools serving the students of East San Jose. Alpha students, families and teachers collaborate to develop the 21st century academic skills and character strengths students need for success in school, college and career. Together we create self-reliant leaders committed to making positive change in the world.

ROLE SUMMARY

The Office Assistant is the first point of contact for parents and students when they come to school, as well as a resource to the school community. The Office Assistant is critical to the success and efficiency of an Alpha school. The Office Assistant will be able to juggle any number of key tasks, especially creating a welcoming environment and running an efficient main office.

WHAT WE’RE LOOKING FOR

  • DRIVEN: a sustained commitment to the school and workplace that demonstrates persistence and drive to complete a job.
  • ENTREPRENEURIAL: demonstrate risk taking, innovation, self-confidence, and the ability to push oneself beyond one’s comfort zone.
  • RELATIONSHIP BUILDER: demonstrate ability to leverage relationships to improve outcomes for students; develop strong relationships with Alpha students, families, and colleagues
  • FLEXIBLE: adapt to meet the needs of the organization and a startup work environment
  • COLLABORATIVE: Engage and work closely with fellow staff members and demonstrate strong communication
JOB QUALIFICATIONS

  • High School Diploma required
  • Bilingual Spanish/English – Required
  • Strong organizational skills and attention to detail, with a demonstrated ability to work independently in a fast-paced environment, lead projects, meet multiple concurrent deadlines and organize time and priorities
  • Stellar customer service! Ability to deal effectively and graciously with situations requiring tact and judgment
  • Manage competing priorities and demands of a school office environment
  • Excellent written and verbal communication skills
  • Highly proficient in Microsoft Excel, PowerPoint, Word and Google applications
RESPONSIBILITIES

Administrative

  • Perform general clerical duties including answering phones, taking and distributing messages, and sorting mail
  • Provide support to the Office Manager as necessary
  • Purchase school level supplies, including office supplies and student supplies and manage accounts with Amazon, Staples Advantage, and other vendors
  • Enforce timely attendance records from all teachers
Student Data Management

  • Assist Office Manager with creating and maintaining student Cumulative Files
  • Support Office Manager with filing and data entry
Family & Community Relationship Management & Outreach

  • Promote and maintain a positive and effective school climate by ensuring that all interactions with staff, students, parents, and the public at large are prompt, efficient, helpful and friendly
  • Build strong working relationships with parents and families
  • Assist with logistics for family and community meetings/events
  • Send “One Call” reminders to families
  • Manage Parent Volunteer schedule and record keeping
  • Process, assign, train, and manage volunteers
Student Recruitment and Admissions

  • Build relationships with the community and motivate families to join Alpha
  • Assist Office Manager in collecting enrollment documents from accepted students
  • Enter enrollment documents/registration packets into enrollment system
  • Set up meetings between Principals and families of incoming students who need counseling regarding admissions
Student Health & Recordkeeping

  • Enter emergency medical and contact information for students in the student information system while maintaining confidentiality
  • Enter immunization information for students in the student information system
  • Administer basic first aid, distribute medication, maintain injury reports, and contact parents as necessary
Facilities & Operations

  • Assist with school tours
  • Oversee the tracking, organization, and availability of school assets including classroom, office supplies, textbooks and technology
  • Run Meal Billing for School Breakfast and Lunch Program, ensure bills are paid on time, and process cash and checks as payment
  • Assist in reporting day-to-day facilities problems
Campus Safety

  • Update & distribute classroom safety information and post evacuation plans
  • Ensure safety/emergency equipment is replenished, placed & working on campus (first aid kits, earthquake buckets/kits, etc.)
  • Attend annual Health Clerk training & maintain current CPR certification
Apply to work at Alpha:
Please submit your application online

  • Resume
  • Cover Letter
Reach out to the Recruitment Team with questions at jobs@alphapublicschools.org

Incomplete applications or those with errors will not be considered. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability. We are strongly committed to hiring a diverse and multicultural staff and encourage applications from traditionally under-represented bac