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Office/Clinic Assistant Job Description

Title

Office/Clinic Assistant (for the 2026-2027 school year)

Job Requirements:

Graduation from high school and experience in performing general office clerical or secretarial work or any equivalent combination of education and experience that would provide the following knowledge, abilities, and skills:

• Knowledge or familiarity of school main office operations, of modern office practices and procedures, and of standard office appliances including desktop PCs, standard office software, scanners, and photocopiers.
• Ability to perform various clerical and secretarial work accurately and quickly, to communicate effectively, to work cooperatively with others, to learn quickly of new technology and school policies/procedures, and to work under pressure and/or frequent interruptions.

Salary:

Starting salary based on experience and number of days working on campus.

Reports to

Directly reports to the Office Manager and Director of Operations

Ultimately reports to the Head of School

Evaluation

The Office Assistant performance will be evaluated in accordance with provisions of the Board's policy on evaluation of professional personnel and this job description.

Status

Part-time, works year-round. Contract will begin on July 1st. During the summer, the office assistant will work certain days as designated in their contract (child care will be provided with the exception of orientation week when childcare will be limited) and when you are on campus (2-3 days a week) during the school year.

Big Picture

The Office Assistant is charged with assisting the administration in the day-to-day, month-to-month, and year-to-year operation of the school.

Detailed Responsibility

The following areas of responsibility are delegated to the Office Assistant to be carried out in conjunction with administrative team members. Additional responsibilities may be required as needed to support teachers and the staff at school. These areas may form the basis for an administrative evaluation instrument. Familiarity with Google Suite is helpful to assist with day-to-day operations. To support the school's clinic, the Office Assistant will be required to be MAT (Medicated Assistant Training) and CPR/First Aid certified, which will be paid by CCA. Additional training may be required, and any fees associated with that training will be paid by CCA.

All office assistants will have the administrative, safety and clinic duties listed below.

Administrative

1. Provide support to teachers and the administration team preparing for the school day.
2. Support the various duties required to prepare for the new school year:
3. Answer the phone and check the admin email.
4. Manage all incoming calls and forward to the appropriate team member.
5. Greet all visitors, parents, volunteers, and accompany guests to the conference room if needed.
6. Enter visitors and students into the School Pass system when appropriate.
7. Handle all parent requests for dropping off lunches, projects, or communications with the teachers and/or students
8. Maintain staff mailboxes, ensure appropriate communication from the Executive team or Principals is distributed accordingly.
9. Assist with opening and closing duties once a week after school hours

Safety

1. Monitor the cameras and access into the building at all entrances.
2. Support the Crisis Management Plan and assist in drills.
3. Ensure all visitors check in prior to entering the school building and are checked out as they leave.
4. Assist with making walkie-talkies available for teachers who are taking students outdoors.

Clinic

1. Provide clinic support, as needed.
2. Clinic duties include, but not limited to:
   1. Providing first aid care to students.
   2. Attending to students that are ill during school hours.
   3. Administering medicine to students in accordance with parents' written permission.
   4. Accepting and logging medicine to be administered from parents.
   5. Recording and managing immunization on Renweb and ensuring each student is compliant or has an exemption.
   6. Supporting the Health and Safety team.
   7. Determining all the student allergies and post allergies in front of classrooms.

The Office Assistant will be responsible for at least one of the following tasks listed below and may be asked from time to time to assist other office assistants with their roles. Staff will be asked to update and/or document their area of responsibility in a training manual/handbook to keep it with the most current information.

CCO (Covenant Carryout - Hot Lunch)

1. Work with finance team to ensure that pricing for lunches/teacher snacks is appropriate.
2. Set up monthly ordering in Renweb/FACTS so that parents can place orders.
3. Work with vendors to coordinate lunches being prepared Mon-Fri.
4. Run reports and prepare orders for submission to vendors.
5. Form a team of volunteers to pick up lunches from vendors, to return hot lunch bags to various vendors (eg Chick-fil-a and Papa Johns), and to serve CCO Mon-Fri.
6. Train and communicate with CCO volunteers throughout the year and coordinate subs when needed.
7. Inventory CCO supplies regularly so that sufficient supplies are on hand.
8. Order supplies for CCO and submit all receipts for purchases to Finance Team.
9. Communicate information regarding how to order and when to order CCO to families and staff (through Covenant Connection and Staff News) in coordination with other staff.

Clubs

1. Communicate with CCA community about need for club sponsors each quarter.
2. Ensure that club sponsors are background checked and trained on appropriate policies/procedures.
3. Work with sponsors to coordinate quarterly clubs and prepare rosters.
4. Advertise club registration each quarter in a timely manner with instructions/information for parents (to be placed in Covenant Connection).
5. Monitor club registration each quarter and work with the Finance Team regarding any financial issues.
6. Work with operations team to ensure any rooms being used are approved and put on the appropriate calendars each quarter.
7. Notify Director of Operations of any overnight trips/field trip/outside activities being planned for approval.
8. Assist Front Office Manager/Director of Operations in updating the Club Handbook and any other forms needed each year.
9. Assist club sponsors in communicating club cancellations as needed.

Carline Coordinator

1. Manage the carline process and assign staff to the appropriate stations.
2. Assist with morning drop off and afternoon pick up outside.
3. Assist with managing Curbsmart system with changes in pick up, new students, and adding other authorized adults as needed.

Registrar

1. Provide assistance to the Admissions Team as needed.
2. Send official transcripts (high school) and records for departing students and close out files.
3. Request transcripts (high school) and records for all new students.
4. Log and maintain enrolled students' academic, health, and athletic records.
5. Provide and maintain a policy for data retention for all necessary documents and student files.
6. Manage all student files which consist of, but not limited to:
   1. Scanning all existing inactive and active student files to our iCloud solution.
   2. Scanning and filing new documents for active and newly enrolled students.
   3. Collecting all necessary documents that are required and filing documents in student files.
   4. Ensuring all student files are protected from fire and theft.
7. Distribute and share necessary student documents to other staff members such as Director of Operations, Principals, and Head of School.

Attendance Managers

1. Manage daily attendance (absences, early dismissals and tardies) in RenWeb for all students. Collect all reports and data necessary from School Pass.
2. Monitor the attendance email.
3. Communication with parents regarding attendance.
4. Work with principals weekly to review absence/tardy/early dismissal requests that need to be reviewed.
5. Follow attendance procedures as specified in Front Office Handbook (see Attendance)..

Required Personal Qualities

1. Faith in Jesus Christ as his/her personal Savior.
2. A belief that the Bible is God's Word and is the standard for faith and daily living.
3. Agrees wholeheartedly with Covenant Christian Academy's Statement of Faith.
4. Is a Christian role model in attitude, speech, and actions toward others. (Luke 6:40) This includes being committed to God's biblical standards for sexual conduct.
5. Is a Christian who is an active member of a Christ-centered church, and will remain so during the period of employment, growing in his/her Christian relationship with God, and actively practicing and exhibiting Christian principles of the Christian faith; seeks to model in speech, actions, and attitude a consistent daily walk with Jesus Christ; sets an example of the importance of spiritual discipline; and encourages students in the importance of a personal relationship with Jesus Christ and growth of their faith.
6. Recognizes the role of parents as primarily responsible before God for their children's education and is prepared to assist them in that task.
7. Demonstrates the character qualities of enthusiasm, courtesy, flexibility, integrity, gratitude, kindness, self-control, perseverance, and punctuality.
8. Meets everyday stress with emotional stability, objectivity, and optimism.
9. Maintains a personal appearance that is a Christian role model of cleanliness, modesty, good taste, and is in agreement with school policy.
10. Uses acceptable English in written and oral communication. Speaks with clear articulation.
11. Respectfully submits and is loyal to constituted authority.
12. Willing to notify the Head Administrator of any policy he/she is unable to support.
13. Possesses a passion for the University-Model School mission/vision.
14. Possesses a clear knowledge, understanding, and heart for classical and Christian education.
15. Is organized and multi-task oriented.
16. Possesses good people skills.
17. Has a servant's heart.
18. Is able to diffuse difficult situations.
19. Is a problem solver.
20. Respects confidentiality.
21. Possesses and demonstrates the Fruit of the Spirit.
22. Is willing to be visible on campus and in activities; recognizes the sensitive nature of his/her presence.
23. Acts objectively when distinguishing what is best for Covenant Christian Academy when his/her own children are attending the school.
24. Is exemplary in praying for the school, staff, students, and families.
25. Models biblical principles of leadership in his/her relationships with and treatment of the faculty and staff.
26. Submits to the Head Administrator's authority.
27. Is able to articulate a Christian (biblical) philosophy of education and implement this philosophy at all levels of the school.

The purpose of this job description is to describe the basic function, major responsibilities/tasks, and essential functions of each job so that employees can better know what is expected of them. The descriptions also provide information useful for recruiting, training, and performance appraisal. This document does not create an employment contract, nor does it modify the at-will employment status of all employees. This job description is not meant to inhibit employee creativity or innovation. It may be revised when necessary.

Covenant Christian Academy makes no distinction in its employment, admission, or operating policies with regards to an individual's race, color, or national and ethnic origin because we do realize that there can be no preferential treatment with God (Romans 2:11).