Administrative Assistant I

Location: Anchorage, Alaska

Benefits:  Health, Vision and Dental Insurance, Life Insurance, Retirement Plan, Flexible Spending Account and Paid Time off.

General Responsibilities

Performs specialized and complex administrative and clerical work for Raven Homeschool and staff (front desk reception, phone and email communications, word processing, spreadsheet building, mailings and record keeping); provides services and support with independence, judgment and initiative; determines program/teacher/family needs; prioritizes and organizes assistance accordingly. Must demonstrate strong technology skills, ability to use social media such as Facebook, Twitter and Instagram.  Required to post social media updates daily for the Raven and AK Grad program using all spectrums of social media. 

Qualifications

Education:    High School Diploma required. 

Experience:  Must have a minimum of 3 years’ clerical experience.  Post-secondary education may be substituted for clerical experience on a year-for-year basis. 

Must have a Driver’s License: It would be responsible for light errands, trips to and from airport to pick up staff, deliveries to the post office, etc.  

Knowledge:

●     Principles and practices of clerical support procedures to include copying, filing, organizing and solid telephone communication skills.

●     Correct business practices in correspondence and typing formats including English grammar, composition, spelling and punctuation.

●     Exceptional knowledge, proficiency, and experience working with computers, data entry, and various types of software (word processing, spreadsheets, databases, desktop publishing).

●     Proficient knowledge and skill utilizing the internet and email correspondence are required.

●     Excellent skill and knowledge of standard office procedures and equipment.

●     Strong written, oral and interpersonal communication skills. 

Skills & Abilities:

●     Must demonstrate strong technology skills

●     Ability to use social media such as Facebook, Twitter and Instagram.  

●     Perform complex, specialized or full administrative support requiring knowledge of the school and district’s policy and procedures along with State statutes and regulations, particularly with reference to distance education.

●     Read and comprehend statutes, regulations, policy and procedures, apply them to specific situations and explain procedures and requirements.

●     Recognize errors and discrepancies, taking the appropriate action independently with authority, using decision-making skills.

●     Respond to inquiries or provide information to staff, board members and public with considerable tact, diplomacy and discretion in sensitive areas.

●     Plan and organize record keeping and filing systems for the work area.

●     Search for, select and compile/summarize data and information.

●     Assist with organization and distribution of high stakes testing.

●     Compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections.

●     Establish and exhibit cooperative relations with those contacted in the course of work.

●     Exhibit supportive, positive work interaction behaviors.

●     Work independently and prioritize workload for self and others.

●     Perform intermediate arithmetic such as formulas involving fractions, decimals and percentages.

●     Facilitate meetings.

●     The ability to lift 50-pound boxes to a height of 3-4 feet into areas such as storage or vehicle. 

Example of Duties 

Family & Student Services

·         Support families through the full enrollment lifecycle, including initial registration, re-enrollment, dual enrollment, and withdrawal

·         Maintain regular communication with families via phone, email, in-person visits, SMOREs, and social media

·         Schedule ILP meetings and assist with staff-family coordination

·         Provide exceptional customer service and create a welcoming office environment

·         Answer questions related to student allotments, technology reimbursements, and school processes

Administrative & Office Operations

·         Manage student records and documentation in Synergy, Brightways, and SQ9

·         Organize office operations, calendars, supplies, mailings, and communications

·         Submit, track, and reconcile POs, invoices, reimbursements, and deposits

·         Assist with onboarding new staff and support general administrative functions (e.g., phones, filing, timesheets, staff celebrations) 

Event & Program Coordination

·         Plan, promote, and coordinate school events including field trips, workshops, graduation, book fairs, and open houses

·         Maintain RSVP systems and activity tracking, communicate logistics to families, and process related charges and vendor payments

·         Oversee graduation planning and execution, including venue booking, ordering supplies, preparing materials, and family correspondence

Data & Compliance Management

·         Track, upload, and maintain student and family documentation including ILPs, legal documents, opt-out forms, and impact aid reports

·         Monitor and report on program participation, reimbursements, and funding (e.g., instrument, computer, Indian Ed, state testing)

·         Maintain accurate records for audits and funding reports, and ensure timely submission of required documents

Marketing & Outreach

·         Promote school activities and programs through social media, newsletters, and community events

·         Maintain school website and online activity calendar

·         Coordinate staff attendance at public events and manage school marketing inventory 

Please note this job description is not intended to cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Equipment Used

Computer, printer, copier, video-conferencing system.

 Independent Decisions

Makes decisions of a routine, job-related nature, based on School Board policy, district and/or building rules. 

Primary Working Contacts

Administrators, teachers, counselors, students, and parents. 

Responsibility for Cash, Equipment, Safety

None 

Supervision Received and Exercised

Given: None

Received: From Program Director and Assistant Director 

Unusual Working Conditions

Work is performed in a normal office setting.  There are no unusual demands of the position.  Position is mostly sedentary with extended periods sitting at desk/computer. 

Evaluation

Annual written evaluation.