JOB SPECIFICATION 

POSITION:  Office Administrator

JOB CODE: ADMN2024 - A-Office Admin (Other)(H)

DEPARTMENT: Admin

LOCATION: Louisiana                                         

REPORTS TO: Head of School/Manager of Campus Operations

FLSA STATUS: Non-exempt, Hourly

 

Summary 

The Office Administrator is accountable for customer service and efficient front office operation, including management of attendance, health and safety compliance, and support of the Head of School.  

 

Essential Duties and Responsibilities 

• Maintain and update bookkeeping at the school and be accountable for the accounting process, including purchase orders, collecting, and depositing all monies.  
• Answer phones, direct questions, and inquiries, and distribute mail. 
• Greets all guest and supports an office environment that is professional, customer service oriented and supportive to visitors, parents, and students.  
• Ensure that security procedures are strictly followed by effectively managing the visitor management system. 
• Assist with inventory management for grant-funded assets 
• Student uniform management 
• Order and maintain supplies as needed for office and school staff.  
• Complete correspondence, memoranda, and reports for the Head of School, as well as maintain calendar and appointments for school leadership.  
• Student attendance, tardy and early dismissal tracking 
• Key management and tracking 
• Lunch payments (counting and depositing funds) 
• Office machine maintenance, services, and supplies 
• Health and safety compliance (emergency drill logs) 
• Assist with drop off/pick up 
• Board Meeting preparation 
• Assist with attendance reconciliation daily 
• Assist with creation of CA-60’s if needed  
• Assist with school event logistics (setup, decorations, and food orders) 
• Assist with orientation and enrollment events as needed 
• Accept/verify enrollment documents brought into school if Registrar is unavailable 
• Credit card reconciliation for Head of School 
• Additional duties as assigned

 

Qualifications: 

Education: Associate degree preferred

Experience: 2-4 years office or school-related administrative position. 

Special Skills:

• Proficient with Microsoft Office products. 

• Respond to common inquires or complaints from parents. 
• Ability to communicate effectively and professionally with students, parents, co-workers, and the public at large.
• Strong Customer Service skills 
• Must be able to multi-task, have the ability to organize, and be detailed-oriented. 
• Must create and maintain a customer-focused atmosphere within the administrative functions.

Additional Requirements:

Type of clearance: Must passing a fingerprint criminal history check, from the State Bureau of Criminal Identification and Information as required under R.S. 17:15 “Criminal History Review” and R.S. 15:587.1 “The Louisiana Child Protection Act.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.

This description reflects management’s assignment of essential functions, it does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.