Administrative Assistant Temporary

Charter School Associates Inc; Sunset Corners (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Charter School Associates Inc is seeking a detail-oriented administrative professional in Miami, FL to provide clerical support to the Principal and leadership team. Responsibilities include managing mail, minutes, supply inventories, and coordinating travel for staff development.

Regular attendance at staff meetings and school events is required. The role also covers HR/payroll duties, maintaining faculty and personnel records, assisting with new hires, fingerprinting follow-ups, and

Responsibilities

• Provides secretarial support to Principal
• Sorts and date stamps all incoming mail to Principal and Assistant Principal
• Maintains adequate supply inventory and processes supply request forms
• Mandatory attendance at all staff meetings
• Responsible for taking minutes and distributing same for all required meetings in a timely manner
• Posts mandatory notice for Board meetings
• Mandatory attendance at all Open Houses, Lottery, and other similar events
• Assign duties and supervise the work of clerical office personnel
• Coordination of personnel travel for professional development
• Maintains updated faculty list (HR/Payroll)
• Maintains up-to-date substitute list and provides same to faculty
• Maintains updated list of terminated employees during school year
• Assist with new hire paperwork
• Follows up with fingerprinting for new hires
• Maintains teacher certification information
• Maintains updated personnel files in compliance
• Maintains filing system and locked confidential files
• Process Out-of-Field Waivers and documents on Excel
• Maintain Time and Attendance for non-exempt employees and approve final payroll report
• Leave of Absence/FMLA liaison between employee and HR
• Workers Compensation incidents liaison between employee and HR
• Handling of MSB software; posting field trips and events for payment and invoicing
• Maintains accounts payable and postings for Principal internal checking account
• Assists in obtaining W-9 and vendor registration forms
• Submission of employee expense reports to CSA for payment processing
• Processing parent reimbursements/refunds as applicable
• Handling deposits for internal, operational, aftercare and food service accounts
• Handle PEX card compliance and receipt submission
• Create school purchase orders via SAGE Intacct
• Support Principal to obtain quotes for grant requests
• Provide qualified teacher list for Classroom Teacher Supply Program
• Performs other tasks as assigned by Director/Principal

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Miami, FL, US

5 days ago Requisition ID: 1712

• Provides secretarial support to Principal
• Sorts and date stamps all incoming mail to Principal and Assistant Principal
• Maintains adequate supply inventory and processes supply request forms
• Mandatory attendance at all staff meetings
• Responsible for taking minutes and distributing same for all required meetings in a timely manner
• Posts mandatory notice for Board meetings
• Mandatory attendance at all Open Houses, Lottery, and other similar events
• Assign duties and supervise the work of clerical office personnel
• Coordination of personnel travel for professional development

HR/Payroll Duties:

• Maintains updated faculty list
• Maintains up-to-date substitute list and provides same to faculty.
• Maintains updated list of terminated employees during school year
• Assist with new hire paperwork
• Follows up with fingerprinting for new hires
• Maintains teacher certification information
• Maintains updated personnel files in compliance
• Maintains filing system as well as set of locked confidential files.
• Process Out-of-Field Waivers and documents same on Excel spreadsheet
• Maintain Time and Attendance for non-exempt employees and approve final payroll report.
• Leave of Absence/FMLA - Act as liaison between employee and HR
• Workers Compensation Accidents/Incidents - Act as ongoing liaison between employee and HR until the incident is resolved/closed.

Finance Duties:

• Handling of MSB software. Posting field trips and events for payment, invoicing students, providing payment reports and follow up for sports, clubs, events, Jeans Day and other student fees/activities with Sponsor individual. This includes inputting proper accounting codes for each fee.
• Maintains accurate information for Accounts Payable sending invoices to CSA for Handling of Principal Internal checking account, including submission of manual checks to CSA office for posting.
• Assisting in obtaining W-9 and vendor registration forms for new vendors, if
• Submission of employee expense reports to CSA for payment processing.
• Processing parent reimbursement/refunds, if applicable.
• Handling deposits for internal, operational, aftercare and food service account, if
• Handle PEX card compliance and receipt submission
• Create school purchase orders via SAGE Intacct and provide necessary information to support purchase orders.
• Support Principal to obtain quotes for grant requests, if necessary.
• Provide qualified teacher list for the Classroom Teacher Supply Program.

Overall:

• Performs such other tasks and assumes such other responsibilities as the Director/Principal may from time-to-time assign.