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  • Job Title
  • Front Desk Administrative Assistant
  • Location
  • Laguna Niguel
  • Job Number
  • 142980
  • State
  • California
  • Job Class
  • Temp to Hire
  • Category
  • Office Administration
Job Description

An IndependentSchool that Strives to Inspire children to persue their highest level of academic achievementis seek a strong Front Desk AdministrativeAssistant.

Location: Laguna Nigel, California
Hours: Monday - Friday 7:30am - 4:00pm

? Acts as a welcoming role model of professionalism in a Catholic environment.
? Supports the philosophy, policies, and goals of the school, as well as the decisions made by the Board of Directors and administrators.
? Insures the health, safety, and welfare of all students.
? Holds in strict confidence all matters pertaining to the school.
? Adheres to all policies and procedures as outlined in the parent/student handbook and employee handbook.
? Attends faculty and administrative meetings as needed.
The Administrative Assistant/Receptionist performs a variety of clerical duties pertaining to the establishment and maintenance of automated and manual student records; to provide secretarial/clerical assistance; to prepare a variety of documents utilizing the computer; and to provide public relations and communication services, as well as the following listed below:
? Act as the receptionist and operate a multiple line telephone: to provide information and assistance to staff, students, parents and the public; and to perform complex and responsible clerical work such as filing, typing, photocopying, collating, and distributing materials.
? Liaison with parents/public and St. Anne staff, providing routine information on school policies and procedures.
? Field phone calls and deliver incoming school messages from the public as needed.
? Maintain walkie-talkie contact with administration/admin support/teachers and daycare personnel
? Maintain and oversee volunteer, visitor, and student sign in/out books, Raptor visitor badging- check, and information/procedures re I.D. cards
? Set and maintain school bells system; create and change bells as needed; set for school year
? Attendance- Daily tracking of Middle School period and Lower School absences and tardies, daily updating of absences/tardies in Blackbaud
? Maintain postage machine, meter funds scale, and post outgoing mail
? Mail, fax, and item distribution- incoming and outgoing
? Maintain notebooks for student emergency contacts, attendance notebooks, walking waivers
? Update student emergency forms information on Blackbaud regarding additions and changes
? Input all school events, meetings, deadlines, etc., onto front desk calendar, and internal/external e-calendar(s)
? Prepare daily substitute teacher folders with room key and student roster
? Maintain and update “Forms Tree” at the front desk
? Maintain software to prepare students and staff ID cards
? Prepare queries and reports as requested by teachers and staff
? Respond to all emails as required
? Place orders for front desk supplies
? Prepare unanimous consent resolutions as necessary
? School Photos: (Fall) Work with director of marketing communications and school photographer to schedule photo days for the year- schedule room for photos on agreed dates. Schedule and distribute grade-level photo times to teachers. Work with SAPA parent volunteers to ensure assistance to photographers. Coordinate distribution of photos to teachers. Respond to photographer and parent questions.
? School Board – Assist Administration/Head of School with preparation of Board packet for all school board meetings. Handle calendaring and distribution of Board packets via email to Board Members. Edit as needed, make copies, and file in Board notebook, along with materials that were distributed by the Head of School and Committee Chairs at the meetings. Load agendas and minutes on Board Portal.
? Leadership Team Meetings- Assist Administration to set Leadership Team meetings & prepare agendas for distribution via email
? Review Court Orders (TRO’s, etc.) received at front desk relating to staff and families, prepare a summary to send to appropriate staff
? 8th Grade tributes - Work with teacher handling School Yearbook and 8th grade families to handle record keeping for all 8th Grade Tributes, forms and fees as received
? Train new front desk personnel as needed.

Please Contact Kimco atMain:(949) 855-0300 ofDirect:(949) 354-6864

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