Keywords

City

Within 5 miles 10 miles 25 miles 50 miles 100 miles 150 miles 500 miles

Category All Accounting, Banking & Finance Administrative & Clerical Advertising, Marketing & Public Relations Agriculture, Forestry & Fishing Airlines and Aviation Arts & Entertainment Automotive Biotechnology & Pharmaceuticals Building & Grounds Maintenance Business Management & Consulting Computer Hardware, Electronics & Telcom Computer Software, Internet & eCommerce Construction & Skilled Trades Customer Support & Client Care Defense & Aerospace Education & Training Employment Services & Human Resources Energy & Utilities Engineering, Architecture & Design Environmental Food & Beverage Production Government, Military & Public Administration Healthcare Installation, Maintenance & Repair Insurance Inventory, Warehouse & Storage Legal Manufacturing Media & Creative Design Nonprofit & Social Services Ocean & Marine Other Personal Care & Cosmetics Real Estate & Property Management Restaurant & Food Service Retail Sales Science & Research Security & Protection Sports, Recreation & Fitness Transportation Travel, Tourism, Hotels and Hospitality Veterinary & Pet Services Wholesale

MISSION OF THE ROLE

The Office Assistant supports the School Leadership Team in implementing the structures and systems that underlie a high-functioning school community.

OUTCOMES

• Families, students, and community members have a welcoming point of contact to help them access information needed about the school.
• Students and student information are accounted for both physically and digitally at all times.
• Reception runs smoothly and efficiently.

COMPETENCIES

• Enjoys working with tweens, families, and community members
• Is responsible, reliable, and punctual
• Is observant: sees what needs to be done and does it
• Strong time-management skills
• Is able to work under pressure
• Possesses strong organizational skills, habits, and attention to detail
• Communicates positively, clearly, and effectively, verbally and in writing, with a variety of audiences - students, parents, community partners
• Works effectively in multiple roles: independently, as a partner, and as part of a team
• Maintains a positive, proactive approach to solving problems and challenges
• Demonstrates solid computer literacy skills (email, word processing, spreadsheets, web-based platforms, etc) and computational skills.

QUALIFICATIONS

Minimum:

• High School diploma
• Typing and basic computer/technology skills

Preferred:

• Prior experience working in reception or a communications role
• Prior experience working in schools and/or non-profit organizations
• Familiarity with Google-based documents and email, and social media platforms

GOALS & RESPONSIBILITIES

General Office/Reception 

All who interface with the office are provided a welcoming, friendly, and informative point of contact during the school day

• Greet and provide support to family members, students, teachers, external partners by phone, in-person, and via email
• Manage front office phone during work shift and communicate messages to appropriate parties
• Sign in/out students, visitors, parents and communicate sign ins/outs with appropriate parties
• Assist with office projects and daily operations to support the school’s mission, goals, philosophy and vision
• Create signage, beautify and organize spaces, make copies, etc
• Receive payments and communicate about them to the Director of School Operations and Business Manager
• Maintain organization and cleanliness of reception area and faculty room
• Manage inventory of both spaces and communicate needed purchases 
• Provide overall administrative support

Daily Attendance
Each day 100% of students are accounted for and documented in the school’s attendance platform

• Manage tardy student process
• Fill out tardy slips and track in-time in Infinite Campus
• Receive attendance calls and track in-time in Infinite Campus
• Communicate with teachers to ensure accurate attendance daily
• Communicate absences
• Communicate extended absences with appropriate parties in a timely manner
• Communicate daily with families and staff about absences

Enrollment & Student Records Support
At any given time, 100% of student information is accounted for and secured

• Assist Director of School Operations in managing, obtaining, and transferring student records
• Make calls to families about missing or incomplete student records
• Assist in transfer of student files to other schools
• Maintain student health records and communicate with families if missing information

Event Support
School-wide events are executed in detail and run smoothly

• Support coordination of and attend campus events, as requested
• Assist in special projects such as enrollment events and school exhibitions

POSITION DETAILS 

​The Office Assistant reports to the Director of School Operations.

The Office Assistant is a full-time, 12-month position, and includes paid holidays and generous vacation and sick leave. Daily hours for the role are 7:30 AM - 4:00 PM with a 30 minute lunch break. 

Start date is negotiable; ideally by Jul 1, 2025

COMPENSATION

Pay rate is subject to the HGEA BU03 salary schedule at Salary Range 8. Employees also receive a generous benefits package provided to Hawaii State Government Employees.

PHYSICAL DEMANDS OF THE POSITION

​The role requires the employee to sit, stand, bend, stoop, reach above the shoulders, walk short distances, climb stairs, listen effectively, speak clearly, and visually observe staff and students on a routine basis. Accommodations may be made to enable individuals with disabilities to perform the essential functions.