Office Administrator

Anova Education•Santa Rosa, CA

17h•Onsite

About The Position

The role of an office administrator at the ACE School for Autism is pivotal in ensuring the smooth daily operation of all programs and services. The incumbent's responsibilities encompass a wide range of administrative tasks that support the school's mission of providing an inclusive and effective learning environment for students on the autism spectrum. Essential Duties: Administration for ACE School: Adherence to pertinent State and Federal Laws pertinent to Non-Public School services. Ensuring that the ACE School office is ready and accessible prior to school commencement. Effective management of communication channels including telephone, voicemail, mail, and email. Providing information to the general public about the school and its services. Coordinating the distribution of First Day Packets to students before the academic year begins. Maintaining accuracy and currency of student information within the school's system. Updating and maintaining current school rosters. Assisting with transportation requests and daily bussing support as needed. Mailing weekly packets before the designated deadline. Tracking student attendance and communicating absences to parents. Compiling and managing monthly attendance and service logs. Scheduling Individualized Education Program (IEP) meetings. Overseeing lunch orders, invoicing families for lunches, and managing related invoices. Supporting the ACE School Director in communications to families and staff. Managing and updating STAR Testing and IEP information. Organizing student testing schedules and class field trips, including transportation arrangements. Disbursement, documentation, and reconciliation of petty cash for accounting purposes. Procurement, inventory management, and distribution of office supplies and curriculum materials. Handling of packing slips and administrative coordination for received items. Contribution to the planning and execution of school-wide special events and projects. Ensuring tidiness and organization within school facilities. Management of student record requests. Preparation for certification reviews and renewals, such as the School Accountability Report Card (SARC). Assistance with fire drills and earthquake drills. Organization and storage of client files according to institutional policies. Execution of special projects and tasks delegated by the School Director and Office Manager. Supporting the Administrative Office with student attendance records and billing-related inquiries. Student Exposure: Ensuring a positive and compliant experience aligned with Anova's policies and regulations. Providing positive reinforcement for appropriate behavior. Applying positive behavior management strategies consistently. Reporting significant behavior changes to relevant educational staff. Administering medication as needed Administrative: Ensuring adherence to Anova's policies, procedures, and applicable regulations. Completion of duties required by the California Department of Education for Non-Public School certification. Contributing to staff orientation processes. Recording and converting work accurately in Central Reach daily. Timely completion and submission of administrative paperwork. Additional Responsibilities: Fulfilling other duties as directed by the Anova Management Team and the School Director.

Requirements

Educational background: Preferred Associates degree or high school diploma.
Experience: Minimum of one year of administrative educational setting experience.
Technical Skills: Working knowledge of basic accounting procedures, familiarity with special education and developmental disabilities, proficiency in MS Office suite, Google suite, Central Reach, and RenWeb.
Non-Technical Skills: Strong organizational and analytical skills, effective communication, decision-making ability, teamwork aptitude, professional boundaries maintenance, positive relationship cultivation, multitasking under pressure, attention to detail, ability to relate to students appropriately, and maintain a professional demeanor.
Physical Requirements: Involvement in classroom activities, such as lifting up to 30 pounds, keyboarding, reaching overhead, kneeling, pushing/pulling, squatting, stooping, standing/sitting for extended periods, running, performing repetitive motion tasks, and managing students' physical behavior as needed.
Managing physical management techniques, including crisis intervention.

Responsibilities

Adherence to pertinent State and Federal Laws pertinent to Non-Public School services.
Ensuring that the ACE School office is ready and accessible prior to school commencement.
Effective management of communication channels including telephone, voicemail, mail, and email.
Providing information to the general public about the school and its services.
Coordinating the distribution of First Day Packets to students before the academic year begins.
Maintaining accuracy and currency of student information within the school's system.
Updating and maintaining current school rosters.
Assisting with transportation requests and daily bussing support as needed.
Mailing weekly packets before the designated deadline.
Tracking student attendance and communicating absences to parents.
Compiling and managing monthly attendance and service logs.
Scheduling Individualized Education Program (IEP) meetings.
Overseeing lunch orders, invoicing families for lunches, and managing related invoices.
Supporting the ACE School Director in communications to families and staff.
Managing and updating STAR Testing and IEP information.
Organizing student testing schedules and class field trips, including transportation arrangements.
Disbursement, documentation, and reconciliation of petty cash for accounting purposes.
Procurement, inventory management, and distribution of office supplies and curriculum materials.
Handling of packing slips and administrative coordination for received items.
Contribution to the planning and execution of school-wide special events and projects.
Ensuring tidiness and organization within school facilities.
Management of student record requests.
Preparation for certification reviews and renewals, such as the School Accountability Report Card (SARC).
Assistance with fire drills and earthquake drills.
Organization and storage of client files according to institutional policies.
Execution of special projects and tasks delegated by the School Director and Office Manager.
Supporting the Administrative Office with student attendance records and billing-related inquiries.
Ensuring a positive and compliant experience aligned with Anova's policies and regulations.
Providing positive reinforcement for appropriate behavior.
Applying positive behavior management strategies consistently.
Reporting significant behavior changes to relevant educational staff.
Administering medication as needed
Ensuring adherence to Anova's policies, procedures, and applicable regulations.
Completion of duties required by the California Department of Education for Non-Public School certification.
Contributing to staff orientation processes.
Recording and converting work accurately in Central Reach daily.
Timely completion and submission of administrative paperwork.
Fulfilling other duties as directed by the Anova Management Team and the School Director.