Administrative Assistant – Middle School 

Description:

The Middle School Administrative Assistant provides scheduling, resource, logistical and administrative support for the Middle School Administrators. This position also serves as a primary point of contact for students and staff and fosters positive interpersonal relationships with students, parents, peers, and community members.  Additionally, the Middle School Administrative Assistant supports the management of contracted substitutes and places the internal long-term substitute teachers.

 

Reporting Relationships:

Reports to: Middle School Principal

Direct Reports: This is a non-supervisory position. 

 

Compensation:

This is a full-time, non-exempt, 12-month position. Hourly pay is between $21.56 - $29.10 per hour and is dependent upon experience. See a detailed outline of benefits and additional compensation at the bottom of the job description. 

 

Essential Functions:

 

Middle School Office & Admin Team Support:

• Greets parents, students and visitors entering the office.
• Provides visitors with assistance and directs them to appropriate resources.
• Answers calls to the individual school and responds to inquiries and directs callers to the appropriate resources.
• Screens calls for the Principal and others as necessary.
• Receives and distributes mail.
• Prepares meeting agendas and materials, records action items, and assists with follow-up on administrative deadlines. 
• Maintains the middle school master calendar and coordinates school events, conferences, testing activities, and other special programs. 
• Manages the Middle School Principal’s calendar, schedules appointments, and coordinates meetings. 
• Compiles data for and prepares reports and lists.
• Formats and types correspondence, forms, memoranda, and reports from handwritten drafts or dictation; duplicates materials.
• Assists with student information, class lists, schedules, reports, and other records using Infinite Campus and additional school systems. 
• May attend meetings to record, transcribe and translate meeting minutes
• Maintains staff absence records
• Maintains confidentiality when handling student, family, personnel, disciplinary, and other sensitive information. 
• Coordinates middle school continuation ceremonies
• Submits orders for certificates and other necessary honors/awards.
• Proofreads programs and student award listings.
• Provides other assistance for continuation as requested.

Office Supply & Accounting Coordination:

• Enter purchases and expenditures within accounting software following strict protocols.
• Researches charges as needed.
• Reconciles accounts when errors occur.
• Accounts for dress down / dress up and other fundraising monies.
• Provides information to employees regarding annual supply orders.
• Requisitions, receives, accounts for, and distributes school supplies and materials.

School Office Documentation:

•  Ensures a confidential workplace by following HIPAA, FERPA, and other applicable privacy regulations when handling student, staff, and family information.
• Maintains records and files for staff and student information
• Prepares and distributes staff and family communications, reports, rosters, schedules, and administrative materials. 
• Prepares handbooks and schedules.
• Assists business office with registration support.
• Maintains school office files.
• Coordinates distribution of student progress reports to teachers; receives completed forms; distributes copies to appropriate parties; maintains files.

Substitute Coordination:

• Arranges for assignment and release of substitute personnel for all substitutes
• Provides guidance to front office for substitute coordination and management.
• Greets substitutes and provides information concerning assignments.
• Check Frontline in a timely manner
• Ensure substitute needs are posted in the appropriate systems
• Communicate with administrators, staff members, and Frontline substitutes regarding staffing needs and assignments.
• Ensure substitutes have all materials needed for their assignments.
• Answer questions and field concerns for Frontline substitutes.

Additionally:

• Be present and engage in Pinnacle functions and events to build strong relationships with students, families, peers, and the community.
• Maintain and deepen current educational learning on an ongoing basis.
• Regular and timely attendance.
• Perform other duties as assigned.

 

General Abilities, Knowledge, Qualifications, and Skills:

• Solid knowledge of general office duties and administrative assistant functions via previous experience in that capacity.
• Demonstrated success working in a busy office environment with multiple, competing demands.
• Proficiency in basic math and accounting functions, e.g., maintain simple ledgers.
• Able to type a minimum of 60 wpm.
• Outstanding computer skills in MS Office (word, Excel, PowerPoint, etc.)
• Skills and knowledge of general office equipment.
• Comfortable embracing and using education-related technology.
• Ability to collaborate and communicate while appreciating the diverse background of students, parents, peers, and the community.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator. 
• Commitment to mission and vision of the school.
• Demonstrated success as an innovator of creative solutions at work.
• Excellent oral and written communication skills, interpersonal skills (conflict management and resolution).
• Excellent organization skills.
• Growth-oriented approach; always looking for ways to improve professionally.
• Professional appearance, attitude, and demeanor.

 

Working Conditions:

Exposure/Noise Level: Occasional exposure to airborne particles, fumes, and outdoor weather conditions.  Normal school environment with moderate to high noise level. 

Mental Functions: Analyze, collaboration, communicate, compare, compilation of data, compute, coordinate, copy, direct, evaluate, instruct, interpersonal skills, present, report, synthesize.

Physical Activities: O?ce environment including computer interface. Bend, reach, sit, stand, stoop, talk, walk, and heavy person-to-person interaction with students, parents, peers, and community members. 

Weight and Force Demands: Moderate physical activity (lifting, pulling, and pushing up to 25 pounds).

Other: May be required to work outside of normal working hours and travel for work related functions.

Note: In light of the COVID-19 pandemic, during the 2020-2021 school year, school staff are critical employees and are expected to perform work on campus as required.

 

Why work for Pinnacle?

As a member of the Pinnacle PACK, you will have the opportunity to be influential every day and make an impact in the lives of our students and our larger community! Our team and school community are diverse and we embrace that diversity as an encouraging, friendly, open, and supportive team and school. We invest in our team members by providing a balanced, growth-oriented, and supportive work environment, while helping you achieve your career goals within and beyond Pinnacle. Additionally, we offer a robust, comprehensive benefits package that includes:

 

• Medical, dental, vision, basic life insurance and AD&D plans (100% employer paid for the employee)!
• Participation in the Colorado Public Schools Retirement System PERA (click HERE to learn more)!
• PERA 401K, 403B, and Roth IRA retirement options!
• Flexible Spending Accounts (FSA) to include Healthcare and Dependent Care!
• Voluntary life insurance for employees and dependents!
• Short and Long Term Disability!
• Colonial Life add-ons to include accident, critical illness, and hospital plans!
• Employee Assistance Program with up to four free counseling sessions!

 

If you want to be part of a caring, supportive community and make a difference as part of the Pinnacle PACK, apply now!

 

About Pinnacle:

Pinnacle Charter School has served the community for more than 25 years. Authorized by the Colorado Charter School Institute, the Pinnacle is a Title I K-12 school supporting more than 1,900 students in achieving excellence in all aspects of their lives. The K-8 building is located at 1001 West 84th Avenue, Federal Heights, CO. The high school is located at 8412 Huron Street, Thornton, CO.  For more information visit https://www.pinnaclecharterschool.org/.

We are an equal opportunity employer committed to a drug free work environment. We participate in E-Verify as part of our onboarding process.