Job Details
| Region: | 4 |
| School District/Employer: | Beta Academy |
| District Category/Employer: | Campus, Charter/Private, |
| Position: | Administrative Assistant, |
| Assignment Level: |
Level
|
| Job Title: | Campus Secretary |
| School: | Beta Academy |
| Campus Description: | 10929 Almeda-Genoa Road Houston, TX 77075 |
| Date Posted: | 7/25/2024 |
| Deadline: | Until Filled |
| Openings: | 1 |
| Commitment: | Full Time |
| Description/Notes: | Primary Function The primary function of the School Campus Secretary is to ensure the smooth and efficient operation of the school campus by providing comprehensive clerical and administrative support to the principal and administrative staff. This support enables the principal to concentrate on instructional leadership and classroom engagement. Reports To The Campus Secretary reports directly to the campus principal. Qualifications Education/Certification High school diploma or equivalent required. Associate or Bachelor degree preferred. Experience Clerical or secretarial experience, preferably in a public education environment. Experience in supervising and coordinating the work of administrative staff. Special Knowledge/Skills Proficient in word processing, file maintenance, and basic accounting principles. Effective organizational, communication, and interpersonal skills. Ability to use personal computers and software, specifically the Google Suite, to develop spreadsheets, databases, and perform word processing. Knowledge of office procedures and equipment (computer, fax, copier). Familiarity with school management software such as Skyward, Ascender (finance), and Schoolmint is a plus. Commits to detail and accuracy. Responsibilities and Duties Personnel Management: Oversee and coordinate the work of administrative assistants (Rainbow (2) and Sunshine (1) campuses). Provide training and support for front office administrative assistants, ensuring a positive working environment and professional learning community atmosphere. Ensure coverage of all front desk positions in the case of administrative assistant absences. Manage the work schedule of front office administrative assistants, Beta substitutes, aides, and the nurse (ensure nurse coverage if the Sunshine administrative assistant is also absent). Ensure all Rainbow classrooms have coverage in the event of teacher absences. Leadership Support Serve as a secretary to the principal, managing correspondence, forms, schedules, reports, and instructional materials. Maintain the principal's calendar, scheduling meetings and appointments, as well as work with the Dean of Operations regarding calendar issues as needed. Serve as proxy representative for principal in meetings as the need arises. Record and process personnel paid time off (PTO) requests and secure substitutes for teachers. This includes planned time off as well as day-of time off. Prepare and maintain accurate and complete records and files such as, but not limited to, HB1416 logs, scholar truancy reports, and scholar success conference logs. Work with Rainbow Dean of Scholars to manage and maintain records of IT device check-ins and check-outs, reporting any damage and creating invoices as needed. Coordinate with Operations to provide support on any inventory needs of fixed assets. Establishes and maintains professional and cooperative working relationships with all stakeholders: parents, scholars, staff, neighbors, and partners. Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, scholars, parents, and the public at large are prompt, efficient, helpful and friendly. Reception and Communication Ensure that the front office and work rooms areas are clean, organized, and welcoming. Greet substitutes, ensure their compliance with Beta standards of dress, and escort them to their assigned classrooms. Oversee and support the administrative assistants as they provide routine information to students, parents, and staff as requested. Maintain professional and effective communication via email, telephone, and in person. Regularly sends cards or notes to families to create and build personal relationships. Oversees customer service respectfully while utilizing de-escalation strategies when necessary. Adhere to and enforce school policies and procedures. Ensure phone calls and emails are responded to within a school day unless the call or email occurs outside the workday, which would then be handled the next school day. Communicates professionally and effectively with parents, scholars, and campus staff via email, telephone, and fax, and trains others to do so. Works with school personnel to maintain integrity and accuracy of scholar records, including maintenance and tracking of attendance and retention. Resolves or directs routine internal and external inquiries with parents and employees. Oversees requisition, receive, and distributes/stores classroom, school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips. Financial Management Perform routine bookkeeping tasks to maintain campus budget records. Prepare and process purchase orders, receive, store, and issue supplies and equipment. Manage campus budget and activity accounts, including preparing and making cash deposits. Utilize “My School Bucks” invoice payment program to create invoices for fees for scholars, staff, and others as applicable. Manage scholar fees including, but not limited to, CNP fees, library, and field trip. Make truancy calls to parents as the protocol dictates as directed by the principal and truancy coordinator. Event and Meeting Coordination Assist with the coordination of Magic Maker meetings, campus activities, field trips (as needed), and special events. Oversee the booking and cleanliness of conference rooms and other campus facilities. Enrollment Work closely with the Dean of School Culture on seat availability for enrollment purposes. During enrollment season, work with campus registrars to obtain new scholar data such as MAP scores, previous report cards, STAAR scores. Oversees dissemination of enrollment information during parent interest meetings and for walk-in parents. Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise. Ensure scholar enrollment is at capacity. Oversees enrollment counseling for incoming scholars and families. Ensures office staff perform the enrollment, transfer, discharge, and readmission process for scholars and the preparation of related records and files. Other Duties Sort, distribute, or deliver mail and other documents. Maintain confidentiality and adhere to school policies and procedures. Perform other duties as assigned by the principal. Other considerations This is a 100% onsite job role |
| Qualifications: | |
| Salary Range: | |
| Benefits: | |
| How To Apply: | Please submit your application on the Beta Academy website Copy/paste link below into web browser: https://secure6.saashr.com/ta/6178591.careers?CareersSearch |
Contact Person:
| Name: | Latisha Andrews |
| Email: | humanresources@betaacademy.org |
| Address: | 10929 Almeda Genoa Rd |
| City: | Houston |
| State: | Harris |
| Zip: | 77034 |
| Phone: | (832) 331-2460 |
| Fax: |