SKY Academy Administrative Assistant

POSITION SUMMARY:

The role is an administrative support staff position providing administrative assistance to the school’s administration, deliver friendly, efficient customer service and to create a warm and welcoming atmosphere for all in addition to serving as a liaison to the finance department of the YMCA of Southwest Florida. Additionally, the Registrar maintains all essential records fundamental to the management of the school setting. Additionally, this position performs all necessary clerical/secretarial duties in a responsible and accurate manner. 

ESSENTIAL FUNCTIONS:

Administrative Support Staff:

• Create and maintain a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork.
• Answer calls take messages and schedule appointments and maintain daily calendar for Principal.
• Maintain an open line of communication with YMCA of Southwest Florida supporting staff (Finance, Marketing, Human Resources) to allow seamless flow of processes
• Maintain positive and cohesive relationships with staff, parents, students and vendors.
• Create fliers and correspondence, including summer packets, as directed.
• Monitor lesson plan log as directed
• Assist with fire log and safety drills.
• Oversee purchasing process for the school 
• Process purchasing paperwork
• Secure respective Principal’s approval for payment
• Prepare all required reports and maintain all appropriate records as requested
• Respond to inquiries and concerns in a timely manner.
• Maintain a clean and professional work area.
• Coordination of field trips – 
• Secure bus(es) if needed.
• Create draft Field Trip Permission Slip for Principal approval.
• Collect funds from teacher coordinating trip.
• Ensure proper meds are prepared for field trip students.

Registrar:

• Performs all clerical functions related to enrolling and withdrawing students.
• Type memos and letters as requested; Request student records; Maintain health records; Maintain automated attendance records.
• Requests records and grades from other schools for current students’ files.
• Inputs student information into the school’ district’s student information systems.
• Creates the accounts and password for families.
• Collects, compiles and tracks information for incoming students.
• Compile and type school attendance, reports or other materials, frequently requiring independent action and discretion on problems encountered, type and process students' registration, absentee lists, tardy slips, etc.
• Prepares School District reports for FTE, minutes, missing data, and survey edit reports.
• Responds to student records requests.
• Give information and assistance to students and the general public, in person or by telephone, applying significant knowledge of school rules, regulations and procedures to interpretations made using positive interpersonal skills.
• Ensure compliance with SKY Academy and Sarasota County Board rules and applicable. 

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, kneel or stand extended periods of time. The employee frequently is required to reach and must be able to move around the work environment. 
• The employee must occasionally lift and/or move up to 15 pounds.  
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate. 

QUALIFICATIONS:

• Demonstrate effective oral and written communication skills 
• Analyze computer data (input/output); operate computer terminal and typewriter and care of pertinent office machines and equipment 
• Able to meet and deal with public; able to perform multiple tasks in stressful situations.  
• Knowledge in FTE procedures; knowledge in student data membership entry; knowledge in grade reporting procedures. 
• Ability to move quickly from one place to another; ability to utilize intercom; ability to maintain accurate records
• Knowledge in attendance procedures; knowledge of school boundaries to maintain in/out of area 
• Ability to organize registration procedures.  
• Knowledge of elementary accounting and bookkeeping procedures  
• Good knowledge of and ability to use modern office practices and procedures; good knowledge of record-keeping methods, practices and procedures; working knowledge of departmental or school rules, regulations and policies.  
• Ability to maintain confidentiality

CERTIFICATIONS AND TRAINING REQUIREMENTS:

• CPR & First Aid Certification
• Annual completion of YMCA Blood Borne Pathogens training
• Annual completion of YMCA Child Sexual Abuse Prevention class
• Successfully complete DCF background screening requirements as well as meet the association policies on background screening.
• Additional training classes as recommended by supervisor.

The YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.