Administrative Assistant | Attendance|Front Desk

Description

Position Summary

HCPA is a Title I Charter School that serves students through a school-wide plan for instruction that is focused on the needs of at-risk students. The Administrative Assistant – Attendance/Front Desk performs a wide variety of administrative duties in support of the staff of an assigned department, such as greeting visitors, managing phones, responding to inquiries, drafting correspondence, scheduling appointments, assisting administration with student schedules & registration, organizing and maintaining paper and electronic files, etc.

Responsibilities
• Answers and directs incoming calls to the appropriate person or department; retrieve messages from the main office voicemail and disseminate accordingly.
• Responds to and resolves complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Responds to inquiries and provides basic information on school procedures and events, etc.
• Schedule appointments for administrators and School Director as necessary.
• Receives, opens, and distributes incoming mail to appropriate staff; ensure that outgoing mail is properly addressed and postage and utilizes the most appropriate delivery service.
• Assist administration with student schedules, registration, and/or entering new students into PowerSchool.
• Establishes and maintains a variety of department filing systems, databases, records and rosters; maintain student academic files, mail/fax for students requests to other districts and respond to record request from other school districts, enter transcript & update students demographic; purges files as requested; prepares various documents for filing and indexing.
• Operates a variety of office equipment including copiers, fax, and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
• Coordinate and assist with school events.
• Assist administration with typing assignments, memo, newsletters, school bulletins, etc.; compose general correspondence and documents.
• Maintain profiles for various vendors, office type equipment, ensure office supplies are stocked.
• Mark the attendance for salaried staff on a daily basis; mark attendance for hourly staff on an as needed basis.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Prepares, assembles, and distributes agendas and accompanying materials for assigned meetings; records, transcribes and distributes minutes of meetings.
• Develops and implements procedures for expediting the flow of clerical work through the office.
• Connect with families via phone calls, emails, conferences, and school events.
• Foster a social environment with students to develop trust, respect, friendships, and self-discovery.
• Supervise student activities, which may include:
• Bus duty – assist with walking students to the busses at the end of the day
• Breakfast and/or lunch duty – assist with monitoring based on a rotational schedule
• Handles incoming telephone calls to provide customer service, transfers calls, responds to inquiries, and takes or relays messages related to attendance and front desk operations.
• Welcomes individuals entering the building with professionalism and courtesy (e.g., visitors, parents/guardians, students, vendors) to address inquiries and direct them to appropriate locations in accordance with established procedures.
• Maintains and updates various manual and electronic records (e.g., student attendance logs, notification logs, cumulative files, and others) to ensure accurate and accessible information in compliance with administrative guidelines and legal requirements.
• Operates and maintains an automated student attendance system for accurate tracking and documentation of student attendance.
• Supervises students referred for disciplinary action to ensure their safety and maintain a secure office environment.
• Notifies parents/guardians of student absences to meet administrative requirements and adhere to mandated guidelines.
• Supports the recording of student entry and exit during school hours (e.g., attendance records, admission slips, late notices) to ensure accurate reporting of absences, including excused and unexcused cases.
• Utilizes office equipment (e.g., copier, fax machine, computer, and specialized software) to complete tasks efficiently and within set timelines.
• Prepares and maintains attendance-related reports and documents (e.g., standardized or special reports, letters to parents, student passes, attendance call logs) to effectively convey relevant information.
• Processes documents and materials (e.g., report discrepancies, status changes, absence verifications, independent study materials) to ensure compliance with administrative guidelines.
• Informs, collects, and distributes homework assignments from teachers upon request to support students during absences.
• Refers students with significant attendance issues to appropriate personnel following established procedures to ensure resolution in line with administrative, security, county, and safety guidelines.
• Investigates and resolves discrepancies in attendance records to maintain accuracy and compliance with applicable laws, codes, and regulations.
• Responds to inquiries from various stakeholders (e.g., staff, parents, law enforcement, other schools, agencies, and students) by conducting research, reviewing data, and providing accurate information or guidance as pertaining to attendance and front desk operations.
• Acts as a liaison between students, parents, staff, and external agencies regarding attendance and discipline to facilitate communication, resolve concerns, and ensure compliance with policies, procedures, and regulations of all applicable agencies.
• Performs related duties as assigned.

Accountabilities
• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.

Engagement Activities

Volunteer activities

These events take place outside of the traditional school day. Hourly employees may select the activities that fit best with their interests. These activities may include open houses, school dances, prom, concerts, etc.

Required Activities
• Fall and Spring Parent /Teacher Conferences
• HCPA Graduation

Requirements

Required Qualifications
• Associate Degree or equivalent of experience.
• Ability to work in a cooperative and collaborative learning environment.
• Knowledge of computer operation, applications, data entry and retrieval.
• Knowledge of office procedures, practices, and policies.
• Knowledge of first aid procedures.
• Ability to work under pressure, completing work in an accurate manner while meeting conflicting deadlines and schedules which are often set by others despite frequent interruptions.
• Ability to use initiative and exercise sound and effective judgment within established guidelines.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
• Ability to Analyze situations carefully and adopt effective courses of action.

Preferred Qualifications
• 3+ years of administrative experience
• Experience working with children of diverse ethnic backgrounds in an urban school setting

Work Environment/Conditions
• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible.
• Position requires extensive interaction with children of all ages.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).
• Operate standard equipment (computer, fax machine, telephone, copier machines, etc.).
• Fast-paced environment.
• Requires frequent keyboarding which calls for repetitive motion and rapid eye movements, frequent use of the telephone.
• Position requires the ability to sit for extended periods of time, ability to push, reach, or bend.
• Work may require weekend and/or evening work and some travel may be required.

Equal Employment OpportunityHmong College Prep Academy District is an equal opportunity employer and supports an inclusive workplace environment.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This document does not create an employment contract, implied or otherwise. It does not alter the "at will" employment relationship between the school and the employee.