Administrative Assistant

Paycom; Ventura (CA); On-site; USD 62,580,000 - 93,883,000; Full time

Job summary

Vista Real Charter High School is seeking an Administrative Assistant to provide varied technical and confidential administrative support for a multi-campus network within its charter school program. The role includes calendar management, timesheet tracking, staff scheduling, and assisting with reporting.

The position demands strong MS Office skills, 3+ years of experience in admin support, and the ability to travel to affiliate campuses.

Qualifications

• High school diploma or GED required.
• Minimum 3 years of administrative support experience.
• Proficiency with Word, Excel, PowerPoint, and email.
• Strong data entry and records management skills.
• Ability to travel to affiliate school campuses.

Responsibilities

• Coordinate graduations, school board meetings, and special assignments.
• Manage calendars, timesheets, and staff scheduling.
• Prepare and analyze data for reports.
• Support state mandated testing preparations.
• Maintain confidential records and handle inquiries.
• Order office supplies and manage inventory.
• Take meeting minutes and maintain official minutes.

Skills

MS Office

Typing 45 wpm

Organizational skills

Communication skills

Time management

Data entry

Record keeping

Education

High school diploma or GED

Office administration training

Tools

Calendar management

Office equipment

Job description

Job Details: Job Location: Ventura [036] - Ventura, CA 93003, Position Type: Regular Full-Time, Salary Range: $21.84 - $32.76 Hourly, Job Shift: Day, Job Category: Classified, VISTA REAL CHARTER HIGH SCHOOL

Full Time, Monday - Friday: 8 am - 4:30 pm

Help Us Change Lives

We live by the motto that "There is a Student in Front of Everything We Do" and we are very passionate about it. Do you have a passion to work with students? If so, then this is an exciting opportunity for you! You'll have the opportunity to work with a diverse group of students supporting their growth and development. Remember the person who made a difference in your life? Now it's your turn.

Learn more about us at https://learn4life.org/

How You Will Make an Impact

The Administrative Assistant performs varied technical and confidential administrative support duties for the school. This Position will provide administrative services for a multi-campus and multi-educational program system within a network of affiliated Public Charter Schools.

RESPONSIBILITIES/DUTIES

• Coordinate and facilitate special assignments, such as graduations, school board meetings.
• Provide assistance and support to School Administrative Management (e.g. calendar management, track employee time off requests & timesheets, substitute teaching assignments, school events, student/parent meetings)
• Research and compile data from a wide variety of sources
• Prepare statistical information for use in reports
• Assist staff with preparation of State mandated testing
• Work in conjunction with other divisions, departments regarding appropriate school and Organization practices (e.g. new hire orientation, employee benefits, payroll)
• Type, compose and edit correspondence, memos, letters, agendas and reports
• Attend school board meetings, take minutes and maintain official minutes of meetings
• Be an information source regarding school policies, procedures, and objectives
• Respond to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.)
• Receive calls and give out information where judgment, knowledge, and interpretation are utilized especially in the proper handling of confidential information
• Receive employee calls reporting unplanned absences or tardiness; report information to Site Management
• Refer complaints and matters of concern to appropriate Management for follow up on resolution
• Receive, review, and verify documents, records, reports, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Order office supplies and keep inventory
• Maintain the security and confidentiality of specific records, information, and files (including testing data)
• Maintain petty cash (including receipt handling, fund distribution and tracking); work with the Finance Dept.
• Perform special assignments as directed
• Adhere to attendance policies
• Administrative duties, responsibilities, and activities may be assigned or changed from time to time

Qualifications: KNOWLEDGE, SKILLS AND ABILITIES

• Ability to adapt to changing work priorities
• Strong planning and organizational skills with an ability to meet deadlines and schedules
• Attentive to detail
• Demonstrate tact and courtesy
• Ability to work independently with little or no direction and within a team environment
• Strong interpersonal skills; Work cooperatively with all persons communicating tactfully and effectively in both oral and written form.
• Ability to interpret and carry out complex oral and written instructions
• Ability to interpret, explain, and successfully apply policies, procedures, rules, and regulations
• Speak and write effectively
• Able to apply good judgment in recognizing the scope of authority as delegated
• Able to operate standard office equipment including typewriter, copier, computers, fax

MINIMUM QUALIFICATIONS

• Strong proficiency with MS Office applications (Word, Excel, PowerPoint, email)
• High school Diploma or GED equivalent; college coursework or office administration training
• 3 years of increasingly responsible administrative support experience
• Work experience in the private or public sector supporting successful interaction with the publicRecords management
• Data entry skills
• Typing speed of 45 wpm or greater

TRAVEL

Ability to travel to affiliate school campuses.

PHYSICAL REQUIREMENTS

• Mental Demands: high workflow management, high project coordination.
• Finger Dexterity: using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• Talking: especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Average Hearing: able to hear average or normal conversations and receive ordinary information.
• Average Visual Abilities: ordinary acuity necessary to prepare or inspect documents or operate machinery.
• Physical Strength: sedentary work. Sitting most of the time, and occasionally exerts up to 10 lbs. of force (almost all office jobs).
• Frequent multi-tasking, changing of task priorities, repetitious exacting work required.
• Working in a noisy, distracting environment with frequent deadline pressures.