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Administrative Assistant
The Bridge School Hillsborough, CA

Administrative Assistant

The Bridge School
Hillsborough, CA
Expired: over a month ago Applications are no longer accepted.
  • $40,257 to $49,292 Yearly
  • Full-Time
Job Description

The administrative assistant (AA) serves as the primary contact person for the community and Bridge School staff and families, provides clerical and administrative support to staff, and assists the leadership team in the management of Bridge School’s business, finance, human resources and board governance activities. The AA plays a critical role in the planning, organization and implementation of all events conducted by and/or on behalf of The Bridge School. This individual reports directly to the Executive Director and provides work support to all management and professional staff.

Essential Functions

Essential and other important responsibilities and duties may include, but are not limited to, the following:

  • Answers incoming communications (e.g. phone calls, emails, correspondence) and directs to appropriate staff; responds to general questions regarding programs as appropriate
  • Processes and responds to initial requests for information
  • Assists the management staff in maintaining contact information via Salesforce, an on-line information/tracking system (database)
  • Assists Education Directors with: student documentation; parent correspondence; education program documentation; California Department of Education regulatory documentation, translating IEP documents
  • Coordinates community trips for the educational program (e.g. arranging transportation, booking reservations, generating notices/permission slips)
  • Coordinates group events for Staff (e.g. arranging catering, booking reservations, generating invitations)
  • Coordinates travel arrangements for professional conferences, dissemination, etc. (e.g. arranging transportation, booking flights, hotel reservations)
  • Maintains and updates student attendance (i.e., daily tracking, absence excuse forms)
  • Provides major administrative and planning assistance for special projects (i.e., benefit concert, AAC By the Bay, Summer Institute)
  • Regularly organizes, updates, and translates Bridge School forms
  • Fulfills photocopying, scanning, and fax requests
  • Provides word processing or copy machine assistance as requested and initial IT support
  • Provides long-term project support as requested
  • Processes purchasing and receiving requests for all approved requisitions
  • Processes petty cash requests and maintains an ongoing summary of balance
  • Processes reimbursement requests for staff
  • Reconciles American Express and Visa purchases, logs into a spreadsheet, and gives back-ups to Accountant
  • Assists the management staff in developing and maintaining a comprehensive inventory of office supplies
  • Maintains a comprehensive inventory of emergency supplies and PPE
  • Regularly handles all incoming and outgoing mail and distributes to staff
  • Prepares and translates informational packets for distribution and maintains stock of materials for ‘in-house’ use
  • Prepares for Board and Committee meetings (preparing room, arranging for refreshments, pick-up lunches, etc.) as directed
  • Maintains organization-wide rosters and contact information sheets and distributes to staff
  • Inventories all hardware and software procured by The Bridge School
  • Manages inventory control of on-site storage shed and two off-site storage units
  • Authorize.net transactions
  • Staff training support (for annual and biannual required trainings)
  • Food and beverage coordination for all Bridge School provided meals
  • Teacher-in-Residence support (e.g.,Visa application, travel arrangements, acquiring necessary supplies, such as cell phone and cell phone service, etc.)
  • Handles school merchandise transactions, (e.g. BCTAC sweatshirts, cards, etc.)
  • Oversees COVID-19 testing for all staff members and students, (e.g. weekly testing, re-entry testing, random testing; Acts as Sole BINAX Lead.
  • Handles communications with outside vendors (Recology, Clay’s Coffee, Ben’s Eggs, Gardeners, Cleaning Crew)
  • Processes incoming online donations and sends acknowledgement letters in a timely manner

Minimum Qualifications

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills and abilities, typically acquired through:

  • Attendance/graduation from higher education institution
  • Minimum two years clerical experience
  • Preferably, two years experience in a non-profit environment
  • Fluency in written and verbal Spanish required

Knowledge, Skills & Abilities

  • Knowledge of general office/business procedure and protocol
  • Skill in operating and customizing word processing, database, spreadsheet, e-mail, calendar, and planning/organizing software applications
  • Excellent customer service/relation skills
  • Excellent written communication skills, including the ability to generate correspondence with appropriate grammar, spelling and punctuation
  • Ability to maintain confidentiality
  • Ability to work independently
  • Ability to prioritize workload and maintain timelines and deadlines while reporting to multiple individuals
  • Ability to operate assigned equipment, including computers and general office equipment

Special Requirements

Possession of a valid California Driver’s License

Working Conditions

Work in an office/school environment; sustained posture in a seated position for prolonged periods of time.

This job description does not promise or imply that the functions listed above are the only duties to be performed or that the position may not change or be eliminated. Employees are always expected to follow their supervisor’s instructions and to perform tasks requested by their supervisor.

Company Description
The Bridge School is a non-profit organization providing an educational program for children with physical and speech impairments. We are an internationally recognized leader in the education of children who use augmentative and alternative communication and have developed unique programs and trained highly skilled professionals in the use of state of the art assistive technology.
Why Work Here?
The Bridge School is the place for you if you are interested in supporting an amazing group of staff members and students with special needs

The Bridge School is a non-profit organization providing an educational program for children with physical and speech impairments. We are an internationally recognized leader in the education of children who use augmentative and alternative communication and have developed unique programs and trained highly skilled professionals in the use of state of the art assistive technology.

Address

The Bridge School

545 Eucalyptus Avenue

Hillsborough, CA
USA

Industry

Business

Website

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