LAVCA Office Administrator

Essential Functions

• Affords assistance with inventory and maintenance of all office equipment, supplies, and services.
• Fulfills approved materials requests.
• Reviews and approves office supply requisitions and makes approved purchases.
• Designs and implements filing systems for accounts payable and receivable records.
• Establishes procedures for record keeping.
• Maintains and ensures filing systems are maintained and current.
• Streamlines various procedures for retention, protection, retrieval, storage and disposal of records where applicable for evolving efficiency.
• Manages, trains, and coaches any interns and volunteers.
• Acts as primary point of contact (POC) for all issues related to the facility, including maintenance, upkeep, and technology infrastructure.
• Ensures adherence to office policies and procedures.
• Maintains and analyzes internal processes.
• Sorts and distributes mail.
• Captures and coordinates all incoming/outgoing package processes on-site (Fed-Ex, UPS, courier service).
• Acts as POC for questions regarding logistics and shipping.
• Maintains stamps, mailing and package shipment supplies.
• Processes incoming and outgoing faxes.
• Sets up conference calls, meetings and office functions both on and off-site.
• Captures and coordinates special events.
• Creates and maintains administrative calendars in Outlook, as needed.
• Keeps all conference rooms, kitchen and general traffic areas clean, safe and in order.
• Assists in maintaining contact with families, teachers, and other community members.
• Manages the school’s general information email address.
• Provides general administrative support by handling the telephone system and coordinating and updating the automated phone tree.
• Develops and implements a plan to collect and distribute all student and faculty IDs.

Supervisory Responsibilities

None

Minimum Required Qualifications

• A high school diploma or equivalent General Educational Development (GED) certificate.
• Four (4) years of office managing experience OR equivalent combination of education and experience.
• Able to pass required background check and DCFS State Central Registry review.
• Eligible to work in the US without sponsorship.

Other Required Qualifications

• Great organizational and time management skills.
• Web proficiency, including experience using search engines for research projects.
• Experience using a student information system and/or other type of database.
• Strong written and verbal communication skills.
• Working knowledge of digital phone systems (PBX or other).
• Professional experience using Microsoft Office (Outlook, Word, Excel).
• Competencies: Adaptability/Flexibility, Integrity/Ethics, Teamwork.

Desired Qualifications

• Experience with inventory management.
• Experience with office management.
• Experience working on or with a team.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• The noise level in the office is usually moderate (computers, printers, light foot traffic).
• Sitting for long periods of time.
• Frequent lifting and/or moving up to 15 pounds and occasionally lifting and/or moving up to 25 pounds.
• Occasional standing, walking, bending, lifting, kneeling, pushing and pulling and reaching.
• Vision abilities required by this job include close vision, depth perception, peripheral and ability to adjust focus.
• Constantly communicating with others to exchange information accurately, loudly, softly, or quickly.
• Ability to hear, understand and distinguish speech and/or other sounds.