Office Assistant

About the Organization

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.

About the Role

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.

Responsibilities

• Provides administrative support for the Business/Office Manager and Principal, including screening visitors/telephone calls, managing correspondence, calendars, scheduling meetings, ordering supplies, and conducting 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.
• Supports all aspects of student registration, enrollment, and attendance reporting, including assisting parents with applications and educating them on the importance of regular attendance.
• Maintains accurate student attendance for District and State reporting, truancy compliance, and scholars with alternative programs (e.g., Independent Study and Home Hospital), including daily absence verification calls, recording tardy students, ensuring weekly attendance sheets are signed by teachers, and assisting in exporting and verifying monthly attendance reports.
• Supports testing administration, including record-keeping.
• Manages confidential information appropriately.
• May assist in free/reduced lunch program reporting.
• Administers first aid and medication to students, including attendance at required training.
• Assists in the collection and processing of payments for events such as lunch deposits, donations, and fundraisers according to Aspire policy.
• Supports administrators in behavior response with scholars, including nurturing relationships with students, supporting social-emotional development, and ensuring behavioral reporting compliance.
• Attends all relevant Aspire-wide professional development and training sessions.
• Assists the Office/Business Manager in completing school administrative functions/tasks as dictated by school site and Home Office deliverables, including working with outside vendors and developing necessary communications internally and externally.
• Maintains inventory, including first aid kit supplies, to ensure availability of required items.
• Demonstrates knowledge of and supports the Aspire Public Schools mission, vision, value statements (including antiracism), policies, procedures, operating instructions, confidentiality standards, and code of ethical behavior.
• Performs other related duties as required and assigned.

Requirements

• High School Diploma.
• 2+ years in a fast-paced, ever-changing administrative position; experience in a school environment is preferable.
• Proficiency with Microsoft Office, network printing, copiers, and fax machines.
• Fluency in Spanish is highly desirable.

Skills

• 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 to meet changing job conditions.
• Ability to work independently as well as with a team.
• Professional appearance and manner.

Physical Requirements

• Stand, walk, 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 (e.g., 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, 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, 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

• Clear the Department of Justice background screening.
• Authorized to work in the United States.
• Provide health (TB) clearance.

Benefits

• Competitive base salary benchmarked against local districts and charter schools.
• Paid time off.
• 100% core health benefits coverage on select plans.
• Life insurance/long-term disability.
• Participation in a CA state retirement plan.
• Tuition reimbursement plan.
• Adoption assistance program.

Click here for our salary schedule based on years of experience for this position type.

Work Environment

• Work indoors in a standard office, 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.