Overview

  • FLSA: Exempt
  • Category: Salary, Non-instructional, Full-Time, 12 Months
  • Salary: $36,400-$38,400 depending on experience
  • Reports to: Office Manager

VISION: 

The Office Secretary supports the mission and vision of Grizzlies Prep by working primarily in the front office performing secretarial, clerical, and administrative work to support all departments. The Office Secretary serves a critical function by being the first voice of Grizzlies Prep for parents and other stakeholders who contact the school by phone and email.

POSITION SUMMARY:

  • Works as a member of the Operations Department under the direction of the Office Manager to maintain a highly functional, efficient, and joyful front office environment.
  • Works closely with the Director of Student Affairs during the second semester to call prospective families, schedule school tours, and perform other duties to ensure an efficient and effective enrollment process.
  • Supports all departments as needed within scope of general duties and responsibilities.

DUTIES AND RESPONSIBILITIES

  • FRONT OFFICE SUPPORT
    • Organize and maintain an efficient and effective front office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
    • Answer the phone and parent emails in a pleasant manner and respond appropriately to all inquiries and needs, including providing information, answering questions, forwarding calls, and taking messages.
    • Joyfully greet and screen office visitors, including families, vendors, and other stakeholders and direct them to the appropriate location in the building.
    • Assist with tracking and inputting daily attendance data
    • Collect and track fees and/or funds from student events and collect student forms and records.
    • Distribute documents to students, families, and staff.
    • Maintain the school’s Google Calendar to include all important events.
    • Add and remove users from the school’s internal messaging system.
    • Manage the school-to-family communication system by recording and sending robocalls and drafting and sending school and grade-wide emails and text messages to alert families to important issues.
    • Receive and distribute mail and other correspondence.
    • Support Office Manager as needed to keep front office operations running smoothly.
  • GENERAL SCHOOL SUPPORT
    • Assist the Director of Student Affairs as needed and especially during the second semester with phone calls and building tours for prospective students and their families.
      • JULY-SEPTEMBER: Calls to new and returning families regarding the submission of enrollment/registration documents.
      • FEBRUARY-APRIL: Calls to prospective families to schedule school tours & calls to returning families to compete re-enrollment for the following school year.
    • Assist the Executive Director and other administrators with various tasks as needed.
  • Performs other duties that support the mission and vision of the school as assigned or directed.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Excellent interpersonal skills with an ability to maintain professionalism and tact in stressful situations.
  • Excellent verbal and written communicator.
  • Must be comfortable providing customer service on the phone, in person, and through email.
  • Extensive knowledge of Google Suite and Microsoft Office and ability to quickly learn new software applications.
  • Strong typing and word processing skills.
  • Ability to work within a structured and joyful academic setting.
  • Strong belief in the importance of working as a team to accomplish school goals.
  • Excellent time management, organization, and attention to detail.
  • Ability to build strong relationships with students, families, and staff.

EDUCATION AND EXPERIENCE

  • At least 1-2 years working in a similar setting highly preferred.
  • Bachelor’s Degree from an accredited college or university preferred; high school diploma required.
  • Experience working as part of a team with a wide range of responsibilities.

PHYSICAL REQUIREMENTS:

  • Prolonged periods sitting and walking for brief periods, including up and down multiple flights of stairs.
  • Must be able to lift up to 10 pounds at times.
  • Prolonged periods sitting and working on a computer.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Grizzlies Prep is an Equal Opportunity Employer. ADA requires Grizzlies Prep to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.