This is a split Office Assistant/Parent Coordinator role.
ABOUT ASPIRE
Aspire Public Schools operates a network of high-performing, college preparatory charter schools serving scholars in communities across California. Founded in 1998—in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through—Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation.
Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post-secondary lives. Every day, our community of students, families, teachers and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well-Being), Culture of Belonging, Community Partnership, Agency & Self-Determination, and Joy.
JOB SUMMARY
The Office Assistant is responsible for assisting the Business/Office Manager in overall office operations of the school. The Office Assistant reports to the Business/Office Manager, and works closely with all levels within the school and Home Office, as well as with students, parents, and outside consultants/vendors.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions
School Site Operations
Provides administrative support for the Business/Office Manager and Principal. Screens visitors/telephone calls, manages correspondence, manages calendars, schedules meetings, orders supplies, and conducts necessary communications.
Processes documents and materials such as student transfers, student cumulative records, schedules, reports, and school newsletters.
Assists in the maintenance of student records, ensuring they are complete, accurate and properly organized.
Assists in all aspects of student registration, enrollment and attendance reporting, including supporting parents with applications and educating parents on the importance of regular attendance, as directed by Business/Office Manager.
Maintains accurate student attendance for the purpose of providing accurate information for District and State reporting as well as truancy compliance and scholars with alternative programs (e.g. Independent Study and Home Hospital) including but not limited to: daily absence verification calls, receiving/recording tardy students, ensuring weekly attendance sheets are signed by teachers, and assisting BM in exporting and ensuring accuracy of monthly attendance reports).
Supports with testing administration including record-keeping.
Manages confidential information appropriately.
May assist in free/reduced lunch program reporting.
Administers first aid and medication to students to meet immediate health care needs including attendance at required training.
Assists in the collection and processing of payments for a variety of events such as lunch deposits, donations, and fundraisers according to Aspire policy and best practices.
Supports administrators in behavior response with scholars, including nurturing and developing relationships with students, supporting social-emotional development of scholars, and behavioral reporting compliance.
Professional Development
Attends all relevant Aspire-wide professional development and training sessions
Other Administrative Tasks
Assists Office/Business Manager in completing school administrative functions/tasks as dictated by school site and Home Office deliverables – may work with outside vendors, and develop necessary communications internally and externally
Maintains inventory including first aid kit supplies to ensure availability of required items
Additional:
Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior
Perform other related duties as required and assigned
QUALIFICATIONS
Competencies:
Strong time management and multitasking skills
Strong interpersonal and communication skills
Ability to work with constant interruptions and remain focused; understand and carry out oral and written instructions; learn new procedures and upgrade skills in order to meet changing job conditions
Ability to work independently as well as with a team
Professional appearance and manner
Fluency in Spanish - highly desirable
Minimum educational level:
High School Diploma
Experience required:
2 plus years in fast-paced, ever changing administrative position; experience in a school environment preferable
Proficiency with Microsoft Office, network printing, copiers and fax machines
Physical requirements:
Stand, walk or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, lift and/or carry up to 30 pounds to shoulder height.
Repetitive use of hands (i.e. fine manipulation, simple grasping, and power grasping).
Demonstrate normal depth perception.
Sitting, walking or standing for extended periods of time.
Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
See and read a computer screen and printed matter with or without vision aids
Read and understand rules and policies, labels, and instructions
Hear and understand speech at normal levels and on the telephone
Verbal communications, including the ability to speak and hear at normal room levels and on the telephone
Work authorization requirements:
Clear the Department of Justice background screening
Authorized to work in the United States
Provide health (TB) clearance
WORK ENVIRONMENT
The work environment characteristics are representative of those in a normal office, classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work indoors in a standard office environment, computer lab, and/or classroom environment
Work is performed in indoor and outdoor environments
Exposure to dust, oils, and cleaning chemicals
Some exposure to childhood and other diseases in a school environment
May be required to work outside of typical work days and office hours to meet operational deadlines
Parent Coordinator
JOB SUMMARY
The Parent Outreach Coordinator assists the Principal in developing a healthy school community culture by building parent relationships and involvement in accordance with Aspire mission, vision, and value statements.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions
Support the development of parent culture including school norms and rituals such as Town Halls, Winter and Spring Shows, Saturday Schools, Promotions/Graduations, and other events
Coordinate activities related to parents such as extracurricular activities and school student-sponsored events including fundraisers and promotions
Coordinate financial operations related to parent culture, including ensuring revenues and expenditures are properly accounted for, tracked, and communicated under the supervision of the Office Manager
Serve as a liaison between school and family in matters related to recruitment and enrollment, working with families in related activities, and supporting the Principal with student recruiting activities
Support parents with needs that advance their ability to support their children as scholars including but not limited to parent trainings, food insecurity support, immigration support, parent complaints, resource location, parent advocacy, and support with technology and document completion
Help the Principal represent the school site in building an effective school community including
Parent communications through a variety of media (e.g. ParentSquare, fliers, calls, etc.)
Working with parents to better support their child/children’s academic, behavioral, and social development
Garnering support from community groups and leaders
Developing positive relationships with external partnerships
Work in collaboration with Principal and Home Office to achieve site and organizational goals
Additional:
Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior
Perform other related duties as required and assigned.
QUALIFICATIONS
Competencies:
Strong event management skills from concept through execution and evaluation
Excellent relationship-building and management skills
Strong communication, presentation and interpersonal skills with demonstrated ability to write clearly and persuasively and interact effectively with different audiences
Strong organization, time management and follow-up skills; high sense of urgency; demonstrated ability to successfully handle multiple projects concurrently; ability to work as a team
Bilingual – Spanish speaking and writing
Experience with leadership, including demonstrated strength in culture-building and leading peers
Knowledge of Aspire procedures and policies related to students
Demonstrated commitment to students and learning
Minimum educational level:
AA degree or Bachelor’s degree preferred or equivalent experience
Experience required:
2+ years of experience working in either parent or activities coordinator role
Physical requirements:
Stand, walk or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, lift and/or carry up to 30 pounds to shoulder height
Repetitive use of hands (i.e. fine manipulation, simple grasping, and power grasping)
Demonstrate normal depth perception
Sitting, walking or standing for extended periods of time
Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
See and read a computer screen and printed matter with or without vision aids
Hear and understand speech at normal levels and on the telephone with or without auditory aides
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