Preschool Administrative Support Specialist reposted 4/25/2024

The Montessori School of Pullman

Pullman, WA

Medical , Paid Time Off , Retirement
Full-Time

Summary

This position encompasses the operation of the Montessori School of Pullman (MSOP) in coordination with the Head of School (HOS). The Preschool Administrative Support Specialist will report to the HOS and MSOP Board of Directors (BOD). The Preschool Administrative Support Specialist keeps the HOS informed on all relevant aspects of the operation of the school and maintains open, effective communication with the HOS and the BOD. They will also work collaboratively with the HOS, all office staff, teachers, and BOD to provide consistent and effective school leadership for The Montessori School of Pullman.

Duties

Reviews MSOP documents, templates, and job aides annually and recommends items for review as they become out of date or need improvement or clarification. Documents include but are not limited to: Policies, Handbooks, Parent resources, BOD annual tasks list, and templates such as Tuesday Newsday, staff contracts, and offer letters.
Provide organizational support to the BOD. This will include tasks such as: help develop and maintain BOD tool to ensure timely and thorough completion of annual and ongoing tasks; ensure BOD meeting minutes are freely available and assist staff in utilizing them if needed; ensuring new board members are provided with orientation paperwork and direction; monitoring BOD committee membership and communicating teacher/school staff vacancies appropriately. Vacancies to be filled by HOS or BOD.
Works with the HOS to plan and execute outreach, marketing and fundraising, which may include maintaining social media presence.
Develops, maintains, and disseminates (after HOS review) staff schedule. HOS provides information about projected or current staff absences, and OM coordinates substitute staff coverage in collaboration with HOS. HOS and OM are jointly responsible for classroom coverage and shall be considered substitutes as a last resort.
Works with accountant/bookkeeper to maintain ledgers for the school (this does not include reconciling accounts, this falls under the HOS duties to maintain a proper checks-and-balances system). Works with bookkeeper to maintain transparent and appropriate QuickBooks and Excel records to streamline accounting.
Works with the bookkeeper to ensure payroll forms are processed. Preschool Administrative Support Specialist is first point of contact for problems with payroll. Ensures all staff comply with payroll processing in a timely and transparent manner. Develops and upholds policies to ensure employees are clear on timelines and reporting expectations. Preschool Administrative Support Specialist tracks paid time off, sick leave, professional leave, and unpaid leave.
Manages the operation of the MSOP office. With HOS and BOD oversight, implement staff wide policies on technology, communication, and planning programs. Seeks and implements effective organizational aides to streamline office and school work and maintain records. Examples may include Brightwheel management, creation of tools for effective employee reviews, and checklists for children moving classrooms. New tools should be discussed and approved by HOS, BOD, and any involved staff members.
Collaborates with the HOS to provide school tours.
Registers incoming students and processes enrollment materials;completes procedures for students withdrawing from the school, maintains appropriate student records. Also ensures student records are appropriately backed up.
Works with HOS to maintain student attendance records. Keeps HOS informed about any potential concerns.
Maintains records and files for and student information. Reports any concerns or items needing to be addressed to HOS.

Requirements

Knowledge of Brightwheel Application
Excel, word and google docs.
Background check through DCYF
TB Test
First Aid CPR and Food Handlers
Blood borne pathogens test through Land I

Nice To Haves

Some knowledge of the Montessori Method/Philosophy
Previous experience working with children
Payroll experience/knowledge to work with the bookkeeper.

Benefits

Some health or retirement benefits
Some flexibility with hours and time off
Child care benefits