DESCRIPTION

Napa Foundation for Options in Education is seeking a Full-Time Office Administrator/Community Liaison for our new charter school, Mayacamas Countywide Middle School, which opened in Fall 2024. This role will support the Head of School, Director of Operations, and teachers and staff with administrative duties for the school, and will also work with students, families, and the Basecamp Family Organization to build and strengthen our community.  The Office Assistant will report to the Director of Operations.

As part of this role, the office administrator will perform a variety of diversified clerical and record-keeping duties in support of an assigned office or program; answer phones and greet and assist students, parents, staff and visitors; translate (both to English and Spanish) a variety of written documents as well as interpret for conferences, meetings and phone calls. The Office Assistant provides diversified clerical support, which directly supports student learning.

While working as a Community Liaison, this role serves as a vital bridge between Mayacamas Countywide Middle School and its diverse community. This role involves fostering positive relationships and facilitating effective communication between the school and its community.

PRIMARY ROLES AND RESPONSIBILITIES

• Perform a variety of diversified clerical duties in support of an assigned office including typing, filing, duplicating, and distributing materials.

• Provide support in English and Spanish language as required; translate (both to proper English and Spanish) a variety of written documents as well as interpret for conferences, meetings, telephone calls, and other events.

• Maintain records on attendance, student enrollment, and transfers either manually or by entering appropriate information into the computer system.

• Call parents on student absences as directed; issue tardy and readmit notices; prepare and send attendance contract and truancy letters; facilitate attendance meetings; facilitate home meetings; prepare independent study contracts.

• Serve as a receptionist, answering telephone calls and directing calls to appropriate personnel; take and relay messages as appropriate; resolve issues and complaints; assist the school or office staff to set up

• Attend meetings or conferences as directed: enter information on calendars.

• Assist in health-related duties; log injury or illness according to established procedures; administer first aid/CPR and dispense medication as prescribed by a physician as assigned in the absence of other trained staff; provide general health services including toileting, changing soiled clothing during the absence of other trained staff as assigned; maintain, and post to as required, health and immunization records and cumulative folders; process materials related to students of a sensitive and confidential nature.

• Assist with student registration and enrollment activities as assigned; input student information into computer system; follow up on residency issues, missing forms, or information with students and parents; distribute and file forms in student cumulative files; assign students to classrooms; add or drop students according to established procedures; send and request files to and from other schools.

• Respond to initial reports of student behavioral needs in communication with the classroom teacher and/or the site administrator.

• Assist students with Chromebook devices; troubleshoot software problems and student accounts with Help Desk; prepare and process Chromebook repair tickets; retrieve and maintain records of loaner devices.

• Assist with the release of students to authorized parents, guardians, or other approved individuals following child custody laws and information provided, including working with restraining orders.

• Compile information and prepare and maintain a variety of records and reports related to assigned programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; verify and process forms and applications as needed.

• Input data into an assigned computer system; maintain automated records; prepare spreadsheets; generate computerized lists and reports as requested; review input and output data for accuracy.

• Receive, sort, and distribute mail; prepare and distribute informational packets, bulk mailings, and other items associated with the assigned office as directed. Organize parent education workshops as assigned; obtain information on relevant presenters; review topics; translate handouts for parents; review and order materials and supplies for the workshop.

• Operate a variety of office equipment including a calculator, copier, fax machine, computer, and assigned software.

• Monitor inventory levels of office supplies; order, receive, and maintain inventory of office supplies. Schedule and arrange appointments, conferences, and meetings as directed; maintain calendars.

• Process purchase orders, invoices, applications, and work orders as assigned; monitor office or program expenditures; collect and deposit fees as assigned; maintain auditable records. Perform classification-related duties as assigned for ensuring the efficient and effective functioning of the office.

• Communicate with personnel, parents, and outside agencies in English or designated second language to exchange information for school-related activities and resolve issues or concerns; interpret during parent-teacher conferences between students or parents and staff.

• Receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents, and the general public related to office, department, or program activities, policies, and procedures.

• Act as point of contact between the school and community members, including parents, local organizations, and residents. Organize events and initiatives that promote community involvement and support.

• Develop and distribute newsletters, social media updates, and other communications to keep the community informed about school activities, achievements, and opportunities for involvement.

• Assist in the planning and execution of school events such as open houses, workshops, and volunteer opportunities that strengthen community bonds and support the school's mission.

• Identify and collaborate with community resources and partners to enhance educational programs and support services for students and their families.

QUALIFICATIONS

Education and Experience:

• Any combination equivalent to graduation from high school or equivalent and two years of clerical experience involving public contact and one year of experience translating materials and interpreting in English and Spanish.

Knowledge and Abilities:

• Operation of business machines including computer and related software, copier, calculator, fax machine, and other business equipment.

• Telephone techniques and etiquette. Modern office practices, procedures, and equipment. Policies and objectives of assigned programs and activities. Record-keeping and report preparation techniques. Operation of a computer and assigned software. Oral and written communication skills. Interpersonal skills using tact, patience, and courtesy. Basic math.

• Ability to translate English to Spanish, both verbal and in writing

Licenses and Other Requirements:

• Possession of (or willingness to obtain) a current certificate in infant, child, and adult cardio-pulmonary resuscitation (CPR) and First Aid card. Maintain up-to-date certificates in CPR and first aid.

APPLICATION PROCESS

We are strongly committed to hiring a diverse and multicultural staff. Please submit a resume and compelling letter of interest.

• Compensation: Competitive salary and benefits

• We are a non-profit public benefit 501(c)3corporation

• Principals only. No recruiters please.

Thank you for your interest. For more information, please visit our website at www.napaoptionsforeducation.org