(School) Office Assistant | public charter middle school

Jun 11 2025
SEEQS |Honolulu|Full Time, $37,872 - $44,364 / year
Job Description

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.