Administrative Assistant - I

About Precious Hearts Academy:

Precious Hearts Academy is a non profit special education day school devoted to serving K-12 students with exceptionalities and their families by providing an individualized, enriched, trans-disciplinary and integrated educational program based on clinical evidence-based research standards to facilitate whole person development.

Location:

San Bernardino, CA

Hours:

Full-Time, Monday through Friday, 8:00 am to 4:30 pm, Follow a school calendar schedule

Reports to: Administrator

Position Summary:

The Administrative Assistant provides a variety of complex general administrative and clerical duties in support of the Administrator. This position plays a crucial role in supporting the daily operations of Precious Hearts Academy. The Administrative Assistant I ensures smooth and efficient administrative functioning, providing support to the Administrator, Director of Education and the Director of Finance to maintain compliance with educational, financial, legal and administrative requirements. The ideal candidate will be highly organized, detail-oriented, capable of managing multiple responsibilities in a fast-paced educational environment and the ability to handle sensitive information with confidentiality and professionalism.

Key Responsibilities:

• Coordinates at the direction of the assigned administrator/manager a variety of programs and activities (e.g., meetings, in-service day activities, trainings, workshops, ceremonies, luncheons, field trips, etc.) for the purpose of delivering services in conformance to established guidelines.
• Performs a variety of administrative support duties to assist the Administrator in meeting reporting requirements, functional responsibilities, and research objectives.
• Conducts trainings as assigned by the Administrator (e.g. new hire orientation and other trainings)
• Assist with processing paperwork for incidents, behavior emergencies, due process, IEP’s, ISA’s and Worker’s Comp as assigned by the position.
• Assist the Director of Education with standardized testing duties as assigned; assist with testing preparation, distribution and collection assigned according to established guidelines.
• Assists Director of Finance in budget administration; tracks budget activity and resolves budget issues and problems; posts, monitors, and tracks invoices and other expenditures; prepares purchase requisitions.
• Performs a variety of clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area, maintains a variety of accounting records, logs, and files; compiles information and data for statistical and financial reports; checks and tabulates data.
• Assists in payroll processing functions for assigned area including to prepare payroll forms and maintain records for timesheets and various authorizations.
• May function as school registrar, maintains student’s permanent records and transcripts, records, and reports grades, prepares related reports and requests records and transcripts from other schools as needed.
• Enroll new students; assure proper completion of registration forms including, but not limited to, immunization records, transcripts, and declaration of residency forms as assigned by the position.
• Assist with managing end-to-end hiring process (e.g. attract candidates, evaluate resumes, conduct interviews, and handle hiring paperwork and maintaining employee files etc).
• Maintains and prepares records and reports related to attendance and payroll for school employees including time sheets personnel transactions, absences. etc.
• Orders supplies and equipment as needed; oversees their timely receipt and storage; schedules maintenance and repairs as needed
• Develops and maintains assigned calendars, schedules, and appointments
• Types, formats, proofreads, duplicates, and distributes a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials.
• Receives mail and identifies and refers matters to the supervisor in order of priority.
• Enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.
• Evaluates situations (e.g., involving other staff students, parents, the public etc.) for the purpose of taking appropriate action and/or direction to appropriate personnel for resolution.
• Answers phones, greet and direct visitors, take and relay messages; provide routine information to students, parents, or guardians, managing sign in book.
• Must be able to work effectively despite constant interruptions and performing multiple tasks at any given time.
• Type minimum 65 words per minute
• Demonstrates proficiency using Microsoft Office Suite and Google Workspace
• Ability is required to schedule a number of activities; often gather, collate and /or classify data analyze data utilizing defined and similar processes; problem-solving is required to analyze issues, create plans of action, and reach solutions; perform overtime as needed and perform job safely.
• Assist with attendance, absence, and rosters, tracking, enter information into a proprietary student information system, generate lists, rosters and reports as necessary.
• Properly record, file, maintain and secure public records in compliance with District requirements and California Department of Education regulations
• Assist with general appearance of school, including walk around, compiling checklist for maintenance issues.
• Other work-related tasks

Contacts:

Students, faculty, staff, parents, districts and the California Department of Education.

Required Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• Minimum of 2 years administrative experience, preferably in an educational or healthcare setting.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent time management, organization, and multitasking abilities.
• Strong interpersonal skills and a professional demeanor.
• TB Clearance
• DOJ/FBI Clearance

Preferred Qualifications:

• Experience working with special education populations
• Familiarity with student information systems (e.g., SEIS)
• Bilingual in English and Spanish is a plus

Working Conditions:

• Standard office hours with occasional flexibility based on school needs
• School environment with frequent interaction with students, staff, and families
• May involve occasional lifting of office materials or student-related supplies

Physical Demands:

• Ability to lift/move up to 50 pounds.
• Ability to sit or stand for long periods of time, to stoop, to reach, to bend at waist, to carry, push/pull, climbing, balancing, kneeling, crouching, and crawl.
• Hearing and speaking to exchange information in person or on the telephone.
• Seeing to read a variety of documents.
• Interact with persons of different age groups and cultural backgrounds.
• Dexterity of hands and fingers to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard.
• Verbally communicate to exchange information.
• Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
• Hearing: Hear in the normal audio range with or without correction.

Working Environment:

School Campus/Office with frequent interaction with students, staff and families. Contact with abusive or dissatisfied individuals is possible. Subject to frequent interruptions.

Hazards:

• Potential contact with blood and other body fluids
• Potential for contact with blood-borne pathogens and communicable diseases.

Work Schedule:

FTE: Variable Term: Variable Shift: Variable

Pre-Employment:

Fingerprint Clearance and TB Clearance required

Salary:

$24.00 - $30.00 an hour, based on experience and qualifications.

Company Benefits:

• Health, dental, and vision insurance
• 401(k) retirement plan
• Public Service Loan Forgiveness Program Eligibility
• Professional development opportunities

Precious Hearts Academy is an Equal Opportunity Employer and is committed to building a diverse and inclusive workplace.

Job Type: Full-time

Pay: $24.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Administrative Assistance: 2 years (Required)

Ability to Commute:

• San Bernardino, CA 92408 (Required)

Ability to Relocate:

• San Bernardino, CA 92408: Relocate before starting work (Required)

Work Location: In person