Location: Roseburg,OR, USA
Job Title: Administrative Assistant - Phoenix Charter School
Category: Classified
Administrative Assistant - Phoenix Charter School
The Administrative Assistant supports the Administrative Team by conducting a broad range of tasks. Our organization manages several dozen youth employment positions and handles a significant amount of staff hiring/onboarding. This position requires strict confidentiality and discretion related to salary and personnel matters. This is an ideal opportunity for a motivated individual seeking a rewarding career in a high performing organization.
Daily tasks will be related to personnel on-boarding, benefits administration, general employee relations, personnel records support, payroll data entry and execution, and general administrative tasks. Responsibilities include regular contact with staff, students, and the public which must be conducted with the utmost discretion and professionalism. This position requires high standards for their work products, demonstrated clerical skills, and a keen sense of time management to keep staffing levels and payroll well-coordinated. This position will be supervised by the Executive Director and will work alongside the Business Manager and School Principal.
Opening: Full-time, salaried position. Annual contract July 1 through June 30-215 contract days per year (2024-25 contract will be prorated based on start date).
Application Period: Open until filled. Applications will be reviewed as they are received.
Assignment: 40 hours per week, scheduled between the hours of 7:30am and 4:00pm, Monday through Friday
Salary: $21.99 - $31.26 per hour, depending upon experience.
Benefits: Retirement at 6% of annual earnings (employer paid)
Individual Health Insurance + Health Savings Account (employer paid)*
Individual Dental Insurance (employer paid)*
Individual Accident and Life Insurance Coverage (employer paid)*
7 Sick + 2 Personal leave days
* Subject to a 30-day enrollment period at beginning of following month
Position Requirements:
Possession of a Bachelor's Degree, equivalent, or higher
Knowledge of payroll processes and regulations
Minimum of three years' experience in an administrative support position
Requires a working knowledge of computer usage and the ability to create, update, and maintain accurate word processing, database, and spreadsheet files
Experience in the interpretation of complex rules, procedures, and/or requirements
Ability to maintain confidentiality in performing all assigned tasks
Must be self-motivated, punctual, reliable, organized, and flexible
Must have excellent oral and written communication skills
Must have a desire to work in a professional manner and demeanor in a work setting with high school students
Ability to communicate in non-technical terms with a diverse population of staff and students
Ability to demonstrate an understanding and importance of payroll, HR, and general customer service
General understanding of non-profit operations and fund raising
U.S. citizen, national or lawful permanent resident
Ability to successfully pass a drug test (random or otherwise)
Must successfully pass a criminal background check
Preferred Qualifications:
Experience with collecting and analyzing data for specific projects
Experience in QuickBooks online, as well as payroll administration software
Knowledge of Windows Microsoft Office 365 for business administrative productivity
Experience working in an educational and/or nonprofit work setting
Duties & Responsibilities:
Responsible to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision while handling frequent interruptions and rapidly shifting priorities
Demonstrate ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information
Commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment for the organization's business affairs and partner relations
Maintain various Human Resource programs, records, systems and procedures to ensure compliance with appropriate policies and effectiveness
Manages recruiting and on-boarding employees and youth trainee employees into the agency's roster of employees, payroll system, and benefit programs
Participate in training and development activities to present information to employee groups
Tracks employee paid time off, and enters into payroll system
Assist with hiring processes by managing position postings/outreach, maintaining contact with candidates, and scheduling interviews
Manages Payroll functions, including employee input and salary/benefit updates
Enter workplace incidents/accidents into workers comp system
Plan and execute annual fundraising dinner/auction
Maintain calendars and schedule meetings for administrative team
Marginal Duties and Responsibilities:
Assists staff as necessary including answering telephones, routing telephone calls or messages to appropriate staff and operating general office machinery
Greets visitors to the building's admin suite and determine whether they should be given access to specific individuals
Attends staff meetings and/or in-service trainings as needed
Fulfills other related duties as assigned
Physical Requirements:
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 functions, duties, and responsibilities of this job.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is:
Regularly required, in an 8-hour day, to sit for 3-8 hours; stand/walk/move around for 1-4 hours; drive 1-3 hours.
Regularly required to talk and hear.
Regularly required to use hands to finger, handle or feel objects, tools or controls.
Regularly lift, move or carry up to 25 pounds; occasionally lift, move or carry up to 50 pounds.
Frequently required to stand or walk (occasionally on an uneven surface), reach with hands and arms, stoop and/or bend.
While performing the duties of the position, the employee works with standard office and/or instructional equipment with moving mechanical parts.
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.
The noise level in the work environment could be low to moderate. The employee's work is most frequently indoors, but occasionally requires going outdoors in the weather to pass from building to building.
NOTE: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. Phoenix School of Roseburg may add to, modify, or delete any aspect of this (or the position) at any time as it deems advisable.
Application Process:
1. Apply through Applitrack HERE.
2. The school will provide timely notification to candidates whether they are selected for an interview.
3. After an initial round of applicants are interviewed, the position will be offered or remain open until filled.
Questions about the position?
Contact Christine Pollastrini, Fiscal and HR Asst., at (541) ###-#### x1123, ...@roseburgphoenix.com
We look forward to your application and thank you in advance, for your interest in Phoenix School of Roseburg.