Administrative Assistant/School Office Aide (Full or Part-Time Position) - Tucson - PPEP, Inc.

POSITION SUMMARY:
Under the direct supervision of the Lead Teacher, this position is responsible for maintaining an open line of communication by developing a positive working relationship with organizational departments and the public by ensuring that PPEP TEC High School’s vision, mission, and goals are supported.

DUTIES AND RESPONSIBILITIES:
Customer Service

• Greet parents, students, and visitors in a professional manner
• Ensure office is well organized, attractive, and clean•
• Very high standard of communication skills, both written and verbal
• Present information clearly and concisely
• Actively listens to others
• Act as a team player and builds professional relationships with coworkers to achieve goals

Clerical

• DutiesAnswer a multi-line phone system, route calls, and take messages
• Provide administrative support to the Lead Teacher
• Generate reports and respond to inquiries regarding data entered as requested
• Schedule appointments as needed
• Order, distribute, and maintain office and janitorial supplies
• Ensure the completion and submission of staff timesheets and any required documentation to appropriate district office staff
• Prepare and distribute incoming and outgoing mailStudent Records/Compliance
• Review all incoming information for student records to ensure accuracy and completeness of each form
• Process information in an efficient manner so that student data remains current and accurate and that all deadlines are met
• Maintain accountability for the input of student data in the Student Information System (SIS) in compliance with PPEP TEC HS policies and procedures
• Assure that personal information about individual students, subject to the Privacy Act, is shared among staff only when necessary to ensure the safety and effective provision of services
• Complete and submit daily reports to appropriate staff
• Establish and maintain an effective and efficient records management system
• Maintain accurate active and inactive student files
• Review student files on an ongoing basis to ensure they contain all required paperwork
• Student Attendance
• Communicate daily absences to responsible parties (parent, guardian, student) in a timely manner
• Communicate with school staff of any student absences
• Ensure that all appropriate student absence documentation is collected
• Update the Absence Call Log daily
• Communicate daily with appropriate school staff on the status of teacher attendance submission in the SIS

TRAINING AND PROFESSIONAL DEVELOPMENT:

• Attend all required training as needed/applicable
• Maintains confidentiality and professionalism at all times.
• Perform other job-related duties as assigned

MINIMUM QUALIFICATIONS:

• High School Diploma or GED
• Valid Arizona Driver's license and clearance/approval by corporate auto insurer
• Must qualify for a IVP Clearance Card
• Ability to become proficient in database management system (SIS)
• Proficiency with Microsoft Office products including Word, Excel, Outlook
• OR
• Any combination of academic education, professional training, or work experience, which demonstratesthe ability to perform the duties of the position.

PREFERRED QUALIFICATIONS:

• Associate degree in Business Administration or related field.
• One (1) year prior work experience maintaining school records and documentation
• Bilingual (English/Spanish) preferred

PHYSICAL REQUIREMENTS:

• Must be able to see/read a computer monitor screen.
• Must be able to lift and carry fifteen (15) pounds.
• Must be able to hear and speak.