School Administrative Assistant

Haynes Family Of Programs; La Verne (CA); On-site; USD 63,956,000 - 78,197,000; Full time

Job summary

Haynes Family Of Programs is seeking an in-person Reception/Administrative Support role at our Corporate HQ in La Verne, CA. Responsibilities include greeting visitors, answering calls, scheduling IEP meetings, translating as needed, and maintaining student records and communications.

The ideal candidate has an AA degree (or equivalent), at least 1 year of admin experience, and strong MS Office skills, with bi-lingual (Spanish) abilities preferred.

Qualifications

• Minimum AA degree or equivalent.
• Minimum 1 year administrative/secretarial experience, preferably in a school setting.
• Bi-lingual Spanish preferred.
• Strong analytical skills and quick learning of technical knowledge.
• Excellent written and oral communication skills.
• Exceptional interpersonal and customer service skills.
• Proficient with MS Office suite and related software.

Responsibilities

• Greet visitors and direct them appropriately.
• Answer and route incoming calls using a multi-line system.
• Schedule IEP meetings and tours; coordinate rooms.
• Maintain reception area and keep supplies stocked.
• Process mail, packages, and deliveries; sign-in and badges.

Skills

Bilingual Spanish

Typing 55–60 WPM

Strong communication

Customer service

Analytical skills

Education

AA degree or equivalent

Tools

MS Office

Database

Spreadsheet

Email

Job description

Job DetailsJob Location: Corporate HQ La Verne - La Verne, CA 91750Salary Range: $22.32 - $27.29 HourlySummary

The primary focus of this position is to support the School of Autism. Provide excellent customer service via phone and to walk-in individuals. Organize, coordinate, and maintain NPS related documentation; fulfill parent/guardian and school district inquiries and needs. Translates verbal and written school communications for our Spanish-speaking clients and families.

Role and Responsibilities

• Greet and welcome visitors; determine their needs and direct them appropriately.
• Answer, screen, and route incoming phone calls using a multi-line system.
• Manage calendars, schedule IEP meetings/tours, and coordinate meeting rooms.
• Maintain a tidy, presentable reception area with necessary supplies.
• Order and organize office supplies and inventory.
• Receive, sort, and distribute mail, packages, and deliveries.
• Prepare visitor badges, maintain sign-in logs, and follow security protocols.
• Provide basic information in person, by phone, or via email.
• Perform clerical tasks such as filing, photocopying, scanning, and data entry.
• Monitor entry points and enforce visitor access procedures.
• Receive and forward lunch daily requests to the cafeteria.
• Assist with typing and/or mailing of school communications, parent announcements, staff announcements and other school correspondence.
• Assist with daily attendance.
• Mail and file progress report cards.
• Maintain the student database system
• Schedules and sets up all IEP meetings
• Translate into Spanish for all necessary meetings and/or calls.
• Performs other reasonable related duties as assigned.

QualificationsQulifications

• Minimum of AA degree or equivalent
• Minimum 1 year administrative/secretarial experience, preferably in a school setting
• Bi-lingual speaking (Spanish) preferred
• Strong analytical skills and the ability to quickly learn and apply technical knowledge
• Excellent oral and written communication skills
• Exceptional interpersonal and customer service skills
• Strong knowledge of a variety of computer programs including database, spreadsheet, word processing programs, presentation, and E-mail functions, MS suite.
• Accurate typing speed of 55-60 WPM
• Must fulfill all requirements of employment, including clearance of all required background records (e.g. Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional, physical examination, and drug testing

Physical Requirements

In the course of performing this in-person job, the incumbent must be able to lift at least 40 lbs. Frequent sitting, twisting, typing, talking, hearing, and repetitive motions. Occasional walking, standing, bending, grasping, pulling, pushing, and reaching.