Beta Academy is hiring: Administrative Assistant in Houston

Job Description

Administrative Assistant

(Bilingual Preferred)

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Administrative Assistant is to ensure a loving, peaceful and joyful atmosphere for staff and incoming families.

Outcomes

* Meet Customer Service Goals

* 2 cards minimum sent per week to families

* 1 "5 Star" Google Review earn a minimum per month

* 95% of guests rate their overall customer experience as a 5 on the Front desk experience survey.

* 100% of guest concerns are successfully resolved and receive a follow up call. ? 100% of the time, Rainbow Service Guidelines are implemented

* Meet Enrollment Goals

* (K-12) 25 scholars minimum per class

* (PK) 20 scholars minimum per class

* Meet Documentation Goals

* 100% of all guest action requests are entered in the Call/Visit Log

Responsibilities

Front Office

* Ensures that the front office and work rooms areas are clean, organized, and welcoming. ? Proficient in Ascender and SchoolMint

* Maintains a positive working environment that fosters a professional learning community atmosphere.

* Manage gate and door entry following security protocol.

* Greets visitors to school, and determines the nature of their business, and escorts visitors to their destination.

* Collect IDs and issue visitors' badges to all guests on campus. Issues and collects temporary key cards as needed.

* Creates magical moments for incoming scholars and families.

* Regularly sends cards or notes to families to create and build personal relationships. ? Commits to detail and accuracy.

* Delivers excellent customer service, this is a priority and should be conducted respectfully while utilizing de-escalation strategies when necessary.

* Adheres to and enforces school policies and procedures.

* Ensures phone calls and emails are responded to within a school day unless the call or email occurs outside the workday, which would then be handled the next school day.

* Communicates professionally and effectively with parents, scholars, and campus staff via email, telephone, and fax, and trains others to do so.

* Works with school personnel to maintain integrity and accuracy of scholar records, including maintenance and tracking of attendance and retention.

* Resolves or directs routine internal and external inquiries with parents and employees.

* Oversees requisition, receive, and distributes/stores classroom, school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips.

* Maintain an awareness of the school calendar and school events.

* Overflows of any duties not covered. Examples given but not limited to are cafeteria duty, dismissal duty, morning carline duty, covering classrooms, etc.

* Maintain booking and cleanliness of conference rooms.

Enrollment

* During enrollment season, collect new scholar data such as MAP test scores, previous report cards, and STAAR scores.

* Oversees dissemination of enrollment packages during parent interest meetings and for walk-in parents.

* Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise.

* Assist with maintaining scholar enrollment and campus capacity.

* Assist with enrollment counseling for incoming scholars and families.

* Assist with enrollment, transfer, discharge, and readmission process for scholars and the preparation of related records and files.

School Finance

* Proficient in the "My School Bucks" invoice payment program.

* Create invoices for fees in My School Bucks for scholars, staff, and others as applicable.

* Fiduciary responsibilities for collection, dual-counting, and deposit of funds daily.

Staff Leadership Responsibilities

* Recognizes problems and impediments and reports them promptly with options for solutions to the Office Manager; promotes and assists with constructive resolutions.

* Adheres to and enforces board policy, school guidelines, and administrative directives

* Read and comply with the Procedures Manual, Employee Handbook, Scholar Handbook and Scholar Code of Conduct

* Ensuring the campus maintains > 98.5% daily attendance and timeliness

* Establishes and maintains professional and cooperative working relationships with all stakeholders: parents, scholars, staff, neighbors, and partners.

* Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, scholars, parents, and the public at large are prompt, efficient, helpful and friendly.

* Multitask many things at once in a busy office environment.

* Solves problems joyfully as issues arise.

* Perform other duties as assigned by the Principal and Deans.

Qualifications

* High School Diploma

* Fluency in Spanish (preferred but not mandatory)