LAVCA Office Administrator

LAVCA Office Administrator

Essential Functions: The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Assists with inventory and maintenance of all office equipment, supplies, and services; Fulfills approved materials requests; Reviews and approves office supply requisitions and makes approved purchases; Reviews and approves office supply requisitions and makes approved purchases;
• Designs and implements filing systems for accounts payable and receivable records; Establishes procedures for record keeping; Monitors and ensures filing systems are maintained and current; Streamlines various procedures for retention, protection, retrieval, storage and disposal of records where applicable for evolving efficiency;
• Manages, trains, and coaches any interns and volunteers
• Acts as primary point of contract (POC) for all issues related to the facility, including maintenance, upkeep, and technology infrastructure;
• Ensures adherence to office policies and procedures; Monitors and analyzes internal processes;
• Sorts and distributes mail; Coordinates all incoming/outgoing package processes on-site (Fed-Ex, UPS, courier service); Acts as POC for questions regarding logistics and shipping; Maintains stamps, mailing and package shipment supplies; Processes incoming and out-going faxes;
• Sets up conference calls, meetings and office functions both on and off-site; Coordinates special events; Creates and maintains administrative calendars in Outlook, as needed;
• Keep all conference rooms, kitchen and general traffic areas clean, safe and in order;
• Assists in maintaining contact with families, teachers, and other community members; Manages the school's general information email address; Provides general administrative support by handling the telephone system and coordinating and updating the automated phone tree
• Develops and implements a plan to collect and distribute all student and faculty IDs.

Supervisory Responsibilities: None

Minimum Required Qualifications:

• High School diploma OR General Educational Development (GED) certificate AND
• Four (4) years office managing experience OR
• Equivalent combination of education and experience
• Able to pass required background check and DCFS State Central Registry review
• Eligible to work in the US without sponsorship

OTHER REQUIRED QUALIFICATIONS:

• Great organizational and time management skills
• Web proficiency, including experience using search engines for research projects
• Experience using a student information system and/or other type of database
• Strong written and verbal communication skills
• Working knowledge of digital phone systems (PBX or other)
• Professional experience using Microsoft Office (Outlook, Word, Excel);

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

• Adaptability/Flexibility: Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs.
• Integrity/Ethics: Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, and conveys good news and bad.
• Teamwork: Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

Desired Qualifications:

• Experience with inventory management
• Experience with office management
• Experience working on or with a team

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is an office-based position. The noise level in the office is usually moderate (computers, printers, light foot traffic).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting for long periods of time.
• Frequent lifting and/or moving up to 15 pounds and occasionally lifting and/or moving up to 25 pounds.
• Occasional standing, walking, bending, lifting, kneeling, pushing and pulling and reaching
• Vision abilities required by this job include close vision, depth perception, peripheral and ability to adjust focus.
• Constantly communicating with others to exchange information accurately, loudly, softly, or quickly.
• Ability to hear, understand and distinguish speech and/or other sounds. For example:
• In person
• On the telephone
• Over the PA system

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is "at-will" as governed by the law of the state where the employee works. It is further understood that the "at-will" nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.