Administrative Assistant - Front Desk - Hmong College Prep Academy : Job Details

Job Type Full-timeDescriptionHmong College Prep Academy's mission is to provide the best integrated, challenging, and well-rounded educational experience to students in grades K-12.If you want to make a difference as part of a dynamic educational community, we invite you to apply to join our team at Hmong College Prep Academy where graduates will be rich in experiences, culture, knowledge and pride, and will be ready for the challenges of college and beyond.We are currently seeking a dedicated and energetic Administrative Assistant to join our growing school. This Administrative Assistant will be instrumental to the overall operations, environment and culture of the school. They will build rapport and establish good relationships with students, parents, staff members and the community. The Administrative Assistant performs a wide variety of administrative duties in support of the staff of an assigned department, such as greeting visitors, managing phones, responding to inquiries, drafting correspondence, scheduling appointments, assisting administration with student schedules & registration, organizing and maintaining paper and electronic files, etc.Responsibilities

• Answers and directs incoming calls to the appropriate person or department; retrieve messages from the main office voicemail and disseminate accordingly.
• Responds to and resolves complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Responds to inquiries and provides basic information on school procedures and events, etc.
• Schedule appointments for administrators and School Director as necessary.
• Greets visitors and directs them to the appropriate person or departments.
• Receives, opens, and distributes incoming mail to appropriate staff; ensure that outgoing mail is properly addressed and postage and utilizes the most appropriate delivery service.
• Assist administration with student schedules, registration, and/or entering new students into PowerSchool.
• Establishes and maintains a variety of department filing systems, databases, records and rosters; maintain student academic files, mail/fax for students requests to other districts and respond to record request from other school districts, enter transcript & update students demographic; purges files as requested; prepares various documents for filing and indexing.
• Operates a variety of office equipment including copiers, fax, and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
• Coordinate and assist with school events.
• Assist administration with typing assignments, memo, newsletters, school bulletins, etc.; compose general correspondence and documents.
• Maintain profiles for various vendors, office type equipment, ensure office supplies are stocked.
• Mark the attendance for salaried staff on a daily basis; mark attendance for hourly staff on an as needed basis.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Prepares, assembles, and distributes agendas and accompanying materials for assigned meetings; records, transcribes and distributes minutes of meetings.
• Develops and implements procedures for expediting the flow of clerical work through the office.
• Connect with families via phone calls, emails, conferences, and school events.
• Foster a social environment with students to develop trust, respect, friendships, and self-discovery.
• Supervise student activities, which may include:
• o Bus duty - assist with walking students to the busses at the end of the day
• o Breakfast and/or lunch duty - assist with monitoring based on a rotational schedule
• Performs related duties as assigned.

Accountabilities

• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.

RequirementsRequired Qualifications

• Associate Degree or equivalent of experience.
• Ability to work in a cooperative and collaborative learning environment.
• Knowledge of computer operation, applications, data entry and retrieval.
• Knowledge of office procedures, practices, and policies.
• Knowledge of first aid procedures.
• Ability to work under pressure, completing work in an accurate manner while meeting conflicting deadlines and schedules which are often set by others despite frequent interruptions.
• Ability to use initiative and exercise sound and effective judgment within established guidelines.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
• Ability to Analyze situations carefully and adopt effective courses of action.

Preferred Qualifications

• 3+ years of administrative experience
• Experience working with children of diverse ethnic backgrounds in an urban school setting

Hmong College Prep Academy stands out as a high quality school for both teachers and students, demonstrated in many ways:

• Low 20:1 teacher/student ratio
• Strong technology focus with 1:1 Android tablets for students
• Standard student uniform policy
• Robust professional development and mentoring program for teachers
• Recognized by the Minnesota Department of Education as a Celebration School
• Academic and extracurricular activities/teams such as Mock Trial, Band, Choir, Soccer and Volleyball
• World Culture Day
• College preparation programs and activities, such as a Big 10 Tour and college and career fairs
• We provide competitive pay and benefits, including:
• An employee benefit package that includes coverage for medical, dental, vision, life and AD&D, long term disability, and a Flexible Spending Account
• Matching funds for TRA and PERA retirement plans

For details on the benefits program go to: To apply or check out other opportunities, go to Equal Employment Opportunity: Hmong College Prep Academy District is an equal opportunity employer and supports an inclusive workplace environment.