Elementary Office Assistant Job at Hawai'i Association Of Independent Schools in

Salary Range: $40,000-$45,000 Key Responsibilities: Administrative Support: Maintain office services and efficiency by organizing office operations and procedures of day-to-day administrative tasks. Maintain office supplies and order necessary materials as needed. Handle incoming and outgoing mail, email, and phone calls. Prepare and distribute documents, reports, and correspondence. Enter work orders for maintenance or repair needs. Provide teacher support. Manage Google Doc and printing of weekly certificates. All other duties as assigned by the Elementary Principal or designee. Student Records Management: Maintain accurate and confidential student records. Register, release, or transfer students as required. Maintain student files. Enter attendance data in a student information system; contact parents or guardians to report and verify excused and unexcused absences; track excessive absences or tardies. Collaborate with teachers and other staff to ensure accurate record-keeping. Parent and Visitor Communication: Greet and assist parents, students, and visitors who come to the office. Provide information about school policies, procedures, and events. Ensure a welcoming and professional atmosphere within the office. Provide administrative support to the principal, including routine correspondence and general communications, bulletins, newsletters, and notices. Assist with proofreading class newsletters for accuracy of information and dates. Scheduling and Coordination: Manage the Elementary school's calendar. Schedule appointments for parents, students, and the principal as needed. Assist in organizing meetings, events, and conferences. Collaborate with teachers and administrators to coordinate school activities. Assist with special events. Manage and oversee substitute needs of the Elementary Division, including arranging for and managing the schedule of substitute coverage, being the lead point of contact for the substitute teacher for regular needs, and working with teachers to ensure substitute plans and materials are provided. Manage the school lunch program for G. K-12. Responsible for obtaining and maintaining vendors. Troubleshoot problems to ensure the delivery runs smoothly. Main school contact for lunch vendors. Set up and maintain lunch baskets for elementary to prepare for lunch distribution. Financial and Budget Support: Assist in processing financial transactions, including collecting fees and managing petty cash. Manage and track purchase orders for Elementary. Responsible for the ordering and distribution of Amazon orders. Assist the finance department with reconciling the principal’s credit card statements when needed. Emergency Procedures: Provide basic first aid to ill and injured students in the absence of a school health aide. Assist in handling emergencies and communicate information to staff, parents, and students as necessary. Technology and Equipment: Coordinate repair and maintenance of office equipment such as computers, printers, fax machine and laminator. Responsible for changing the rolls of laminating film when it runs out. Responsible for ordering supplies to maintain adequate backups. Assist staff and students with basic technology-related issues. Responsible for calling for service and maintenance of all office machines. Reporting: Assist in generating reports related to attendance and student records. Track staff attendance. Assist in the preparation of report cards and progress reports. Suitably qualified candidates are invited to send a letter of application, including a resume with at least three references, addressed to Director of Human Resources, Harriet Ngethe, at hngethe@ipahawaii.org. Qualifications: High school diploma or equivalent and at least two years of college‑level coursework preferred. Minimum two years of office management or administrative experience, preferably in an educational setting. Proficiency in office software applications, including Adobe, Google, and Microsoft Office Suite, including Excel and Word. Strong organizational and time management skills. Excellent interpersonal and communication skills. Exercise independent initiative and sound judgment. Ability to handle confidential information with discretion. Familiarity with school policies and procedures is a plus. Ability to work collaboratively with others. Physical Requirements of the Job: The work environment includes primarily an indoor office environment and occasional hot, wet, or humid outdoor conditions during school events. Frequently sitting at the computer and using the phone. Regular lifting of up to 5lbs and occasional lifting up to 20lbs. The noise level of the position can occasionally be moderate or high during athletic events. Performs work indoors with air conditioning and adequate lighting. Supervisory Requirements: This position has no supervisory responsibilities. Non-discriminatory Statement: Island Pacific Academy is an Equal Opportunity Employer. We are committed to a workplace environment that encourages growth and respect for all current and prospective employees based upon job-related factors such as their educational background, work experience, and ability to perform the essential functions of a particular job. It is the policy and practice of Island Pacific Academy to prohibit any form of discrimination or harassment based on race, color, age, national origin, religion, sexual orientation, sex (including pregnancy, childbirth, or related medical conditions), gender identity or gender expression, military or veteran status, physical or mental disability, genetic information, or any other status protected under applicable federal, state or local law. #J-18808-Ljbffr