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High School Administrative Assistant I (2022-2023)

Oakland, CA
  • Posted: over a month ago
  • Other
Job Description
Salary: Starting Salary: $ 49,995.00


Under the direction of the Head of School the Administrative Assistant performs a variety of responsible  clerical and operations duties to support the school of assignment


Front Desk 

  • Secures reception area by registering students, staff, and school visitors upon entering the building.
  • Gives tours of the school and provides detailed information about the school upon request.
  • Answers phones, directs calls, records and conveys messages, and receives questions and concerns of families and staff.  
  • Assists with the office calendar, and arranges appointments for the Head of School. 
  • Receives and checks incoming mail and packages and distributes as necessary. 
  • Assists Head of School in managing parent and staff complaints. 
  • Supplies and processes forms for students and families.  
  • Maintains high standards of professionalism in all aspects of the job. 


  • Contacts families regarding absent students and organizes pickup of student work. 
  • Tracks student daily attendance using PowerSchool. 
  • Tracks student attendance and tardiness for purposes of truancy identification. 
  • Implements school enrollment policies including distribution, collection, and organization of enrollment applications. 
  • Maintains and ensures up-to-date and organized enrollment records in compliance with school, district, and state policy. Manages wait list and enrollment lists. 


  • Communicates school policies, processes, and functions to students, families, and school staff through written 

memo and oral advice. 

  • Notifies teachers of schedule changes (intervention cancellation, etc.). 
  • Provides clerical support to Head of School and Deans. 
  • Maintains facilities. Communicates with facility crew to ensure repairs and requests are fulfilled. 
  • Manages copy machines. sets up wireless printers, orders supplies, callS in service requests, etc.). 
  • Serves as IT services contact person.
  • Schedules and manages school-wide drills (fire/earthquake/intruder). 


  • Assists Operations Department in gathering documents and completing reports as needed (Safe School Plan, SARC, SPSA, PENSEC, Attendance Audit, OCS requests, Notice of Violation). 
  • Assists Operations Department with obtaining documentation for all state reports. 

Student Records/Enrollment 

  • Maintains immunization records for all students. 
  • Maintains student transcripts. 
  • Supports Operations Department with Public Lottery. 
  • Compiles teachers’ monthly attendance reports.  
  • Drafts and submits district attendance reports each reporting month. 
  • Implements school enrollment policies.  
  • Maintains up-to-date class lists, and breakdowns of student demographics. 


  • Creates honor roll certificates each period and distributes to teachers. 
  • Ensures that all students without lunches are able to have a lunch meal.  
  • Facilitates Saturday school at least once every school year. 
  • Maintains up-to-date staff contact information. 
  • Contact person for monthly garage parking. 
  • Attends to sick/injured students. 
  • Assists Head of School with orientation and training of new hires. 
  • Orders food for trainings and meetings. 
  • Attends options fairs to recruit students for AIM schools. 
  • Picture Day Coordinator. 
  • Coordinates Health Screening (Scoliosis, Vision, and Hearing) Coordinator. 
  • Monitors facility inspections (annual fire inspection, sprinkler system certification, fire extinguishers, etc.).
  • Physical Fitness Test Site Coordinator (Supports PE teachers through PFT). 
  • Inventories Resources and orders supplies/materials. 
  • Other duties as assigned. 


  • AA in related field or Business School diploma. 
  • 1-3 years’ experience with progressively increasing responsibility in administrative assistant role. 
  • AIMS K-12 College Prep Charter District does not provide J1 or H1B Visa Sponsorship


  • Must be organized and detail-oriented. 
  • Must be capable of multi-tasking while maintaining a composed and professional demeanor. 

Minimum Work Position (Percentage of Time):
Standing: 30 Walking: 20 Sitting: 50
Minimum Body Movement (Frequency):None (0) Limited (1) Occasional (2) Frequent (3) Very Frequent (4)
Lifting (lbs.): 15-18 Lifting: 2 Bending: 2
Pushing and/or Pulling Loads: 1 Reaching Overhead: 1 Kneeling or Squatting: 1
Climbing Ladders: 0 Climbing Stairs: 2

AIMS K-12 College Prep Charter District does not provide J1 or H1B Visa Sponsorship

NON-DISCRIMINATION: AIMS College Prep Charter District does not discriminate on the basis of race, color, religion, gender, marital status, ancestry, political affiliation, age, sexual orientation, disability, medical condition, national origin, or mental or physical handicap in any of its policies or procedures related to admissions, employment, educational services, programs or activities.

Effective: 12/14/16

Board Approved: 12/14/16


Post ID: 220025



Oakland, CA
94610 USA



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