POSITION SUMMARY

The Administrative Assistant provides high-level clerical, organizational, and customer service support to the central office of a charter school organization. This position supports daily operations by coordinating communication, maintaining records, assisting with compliance and reporting, scheduling meetings, and supporting staff, students, families, and community partners in a professional and efficient manner. The ideal candidate is organized, detail-oriented, collaborative, and able to manage multiple priorities in a fast-paced educational environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the first point of contact for central office visitors, staff, families, and community members.
• Answer and direct phone calls, emails, and other communications in a professional manner.
• Maintain calendars, schedule meetings, appointments, and events for the organization's leadership.
• Prepare correspondence, reports, agendas, meeting minutes, and presentations.
• Maintain confidential student, employee, and organizational records in compliance with applicable laws and policies.
• Assist with data entry, filing, and document management systems.
• Support onboarding processes for new employees, including paperwork and orientation scheduling.
• Assist with payroll, purchase orders, invoices, and budget tracking as assigned.
• Support compliance reporting related to charter school operations, state reporting, and audits.
• Assist with organizing professional development trainings, board meetings, and school events.
• Collaborate with school site staff and departments to ensure effective communication and operational support.
• Maintain professionalism and confidentiality regarding sensitive information.
• Provide translation and language support for Central Office staff, families, and community members as needed, including assisting with routine written and verbal communications, forms, correspondence, and other administrative materials, while maintaining confidentiality, accuracy, and professionalism.
• Assist with office staff cume file organization, check in, and preparation for disbursement to requestingDistricts and/or OCGS Learning Centers.
• Assist office staff with record checks and compliance.
• Maintain the management of ParentSquare and help with postings.
• Manage Central Office supplies, maintaining office supplies and ordering.
• Perform other duties as assigned.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Duties are performed in an office or school environment. The employee occasionally works in outside weather conditions and in locations off of the work site. The employee will sometimes be required to travel to Learning Center locations. Employee must be able to hear and speak to exchange information; see to perform assigned duties; sit or stand for extended periods of time; possess dexterity of hands and fingers to operate computer and other office equipment; kneel, bend at the waist, and reach overhead, above the shoulders and horizontally, to retrieve and store files; and occasionally lift or move objects weighing up to 50 pounds.

The employee in this position:

• Spends the majority of the workday standing and sitting in an office setting.
• Uses a computer; may use overhead projectors, TV, VCR, etc.
• Must sit on a consistent basis. This is done at the desk with forward bending from the waist, leaning on the forearms, and looking down which requires neck flexion.
• It is necessary to grasp and manipulate pens, markers, scissors, staplers, etc., either occasionally or frequently.
• May occasionally have to climb or balance on stepladders.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an employee must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions. Minimum Qualifications

• High school diploma or equivalent required
• Associate degree or college coursework preferred
• Minimum of 2 years of administrative or clerical experience preferred
• Experience in an educational or charter school setting preferred
• Bilingual skills (English/Spanish) required
• Valid California Driver's License (to travel between OGCS Learning Center locations) Other Requirements Computer Technology Demonstrated proficiency in the use of computers, standard office technology, and commonly used business applications.

Proficiency with Google Workspace, including Gmail, Google Drive, Google Docs, Google Sheets, Google Calendar, and Google Forms is required. Experience with Microsoft Office applications and other administrative, student information, database, electronic filing, and document management systems preferred. Ability to accurately enter, retrieve, organize, maintain, and transmit information using electronic systems. Ability to learn and effectively utilize new software, systems, and technology as organizational needs change. Ability to maintain appropriate security and confidentiality when accessing storing, transmitting, or otherwise handing electronic information. Knowledge, Skills, and Abilities The employee should demonstrate knowledge of general office administration, clerical practices, and business procedures. Professional telephone, email, written, and in-person communication practices. Recordkeeping, filing, data entry, document preparation, and information management. Basic grammar, spelling, proofreading, and business writing. Principles of customer service and professional workplace conduct. Confidentiality and the appropriate handling of sensitive student, employee, payroll, personnel, financial, and organizational information. Scheduling, calendar management, meeting coordination, and administrative support practices. General operations of school or educational organization. Basic understanding of charter school operations and the roles of Central Office and Learning Center personnel. Organizational policies, procedures, and administrative processes applicable to the position. Basic principles of data accuracy, documentation, and compliance reporting. Appropriate procedures for identifying and escalating matters that require supervisory administrative, and specialized review. Reasoning Ability The employee must demonstrate the ability to apply common sense around sound judgement when carrying out instructions, established procedures, and assigned responsibilities. The employee must be able to identify routine administration problems, gather relevant information, evaluate available options, and determine appropriate solutions within established policies and procedures. The employee must be able to identify discrepancies, missing information, conflicting priorities, or potential concerns and take appropriate action to resolve the matter or seek direction. The employee must be able to interpret and follow written and verbal instructions, schedules, procedures, forms, charts, spreadsheets, and other administrative materials. The employee must be able to prioritize competing responsibilities, anticipate routine administrative needs, and recognize when a matter requires supervisory or administrative review. The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. These statements are subject to change at the discretion of the employer without notice. Furthermore, they do not establish a contract for employment or alter the at-will status of the position. Only the OGCS, Inc. Superintendent has authority to enter into any agreement, express or implied, for employment for any specified period of time or to make any agreement for employment other than at-will and then only in writing signed by the Superintendent. Olive Grove Charter Schools, Inc. does not discriminate on the basis of race, color, national origin, sex, disability, age, or any other legally protected category in its programs, activities, or employment practices.

Pay:

From $21.01 per hour

Benefits:

Dental insurance Employee assistance program Flexible schedule Health insurance Life insurance Paid time off Parental leave Professional development assistance Vision insurance Application Question(s): Must pass Live Scan clearance Must pass TB test

Education:

High school or equivalent (Required)

Experience:

Administrative or Clerical :

2 years (Required)

Language:

Spanish (Required) Ability to

Commute:

Santa Maria, CA 93455 (Required) Willingness to travel: 25% (Preferred)

Work Location:

In person