Administrative Assistant

Company: Puzzle Box Academy
Location: Palm Bay
Posted on: November 22, 2021

Job Description:

The Administrative Assistant performs routine clerical, secretarial and administrative work in answering telephones, receiving the public, providing customer assistance, data processing, and record-keeping.
ESSENTIAL FUNCTIONS:
Administrative Support to School and Clinic - Palm Bay

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• Maintains office and appointment calendars; advise of meeting/appointment schedule on daily basis.
• Take and transcribe minutes of conferences, meetings or other official functions as required.
• Addresses general and routine office, staff, and parent related situations, questions, and concerns.
• Prioritizes and coordinates the completion of office administration, secretarial and clerical tasks, and projects.
• Ensures HR paperwork (e.g. incident reports, time cards, etc.) are routed in a timely manner.
• Processes purchase requests and maintains appropriate records. Orders, receives, stores, and distributes classroom and office supplies.
• Inventories and distributes deliveries and distributes incoming and outgoing mail/courier.
• Operates and ensures maintenance (contacts appropriate professional for repairs) of a variety of office equipment, including hardware and software technologies.
• Acts as a liaison between parents, staff, and the community.
• Schedules and provide tours and ensure parent follow up. Maintain tour follow up spreadsheet, sharing data with Dean of Students, and Finance Manager.
• Records and prepares client attendance and punctuality reports to designees.
• Auditing and maintaining student/client files - electronically and hard copy file to ensure documents meet compliance standards.
• Prepares, maintains, and distributes client and staff calendars and other scheduling related information.
• Maintains electronic and non-electronic records and files pertaining to staff, clients, and ensures records are securely and appropriately stored.
• Uses various systems and applications to enter data and information, as well as prepare and maintain written documents and reports.
• Coordinates custodial, maintenance and other facility related activities to ensure a clean, healthy, and productive environment for clients and staff.
• Prepares and sends various reports regarding facility maintenance to appropriate management personnel.
• Attends meetings, events and seminars as required.
• Assists staff in attending to client related issues, and in contacting parents or guardians.
• Participates in and assists with planning, scheduling, and coordinating team meetings, fundraising and related events and functions.
• Maintains proficient understanding and working knowledge of standards and best practices for the effective and efficient delivery of office services and general office administration.
  • Performs other duties as assigned.
    Job Type: Full-time
    COVID-19 considerations:
    All employees and visitors are required to wear a mask.

Keywords: Puzzle Box Academy, Palm Bay , Administrative Assistant, Administration, Clerical , Palm Bay, Florida