Position Title: Front Office Assistant

FLSA Status: Non-exempt 

Position Overview 
The Front Office Assistant supports the Director of Operations by performing a wide range of administrative and operational tasks to support a fast-paced school office environment. Daily responsibilities include screening and routing incoming calls, placing work and supply orders, managing vendor communication, and coordinating emergency plans and drills. The ability to efficiently multitask and become proficient in school software systems is essential. Success in this role requires independent judgment and decision making, effective communication, problem solving skills, strong organizational skills, attention to detail, and identifying needs and taking initiative. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Responsibilities:

  • Serves as substitute for three front office personnel for the lower school on the Machris-Mariposa campus and the High School and Administration Office on the McComb-Mendocino campus, in that order or priority. 

  • Functions as first point of contact, which includes answering phones, welcoming and directing visitors, employees, parents, and students, managing front office email correspondence, distributing incoming mail and packages as well as overseeing inter-office mail.  

  • Forwards maintenance requests to Grounds and Facilities maintenance team. 

  • Takes and tracks daily attendance for students during school year including parent contact as needed. 

  • Reviews Magnus Health for student immunization records and emergency contacts. 

  • Provides First Aid and student support for injuries, illness, and misconduct in class. Communicate with parents to arrange early pickup, when required. 

  • Ensures that employees receive and complete an incident/injury report as needed.  

  • Maintains an organized filing system and office space. 

  • Monitors and maintains inventory of office, janitorial, and medical supplies across both campuses. 

  • Coordinates with vendors on service orders, and equipment maintenance.  

  • Sends email communication to parents/guardians and employees about school events, seasonal breaks, and awareness and preventin of communicable diseases, through Veracross composer.  

  • Assists with emergency preparedness plans and drills. 

  • Participates in professional development programs provided by the School. 

  • Performs other miscellaneous tasks as assigned by Director of Operations. 

Qualifications:

  • High School diploma or GED required, bachelor’s degree preferred, commensurate work experience considered. 

  • Previous experience working in a school environment preferred. 

  • Familiarity with or willingness to understand the unique cultural work environment of a Waldorf school. 

  • 1+ years of clerical and/or operations experience preferred. 

  • Flexibility in adapting to work schedule needs. 

  • Strong interpersonal and problem-solving skills, including ability to remain calm and deescalate emotional situations. 

  • Ability to work both independently and collaboratively, demonstrating initiative when necessary.  

  • Knowledge of basic First Aid skills and ability to assess and triage student needs. 

  • Proficient in Microsoft Office Suite, experience with databases and apps (Veracross and Magnus Health preferred), advanced computer skills. 

  • Ability to operate a variety of office equipment such as a computer, printer, scanner, copier, and occasional trouble shooting 

  • Experience with hardware, software, and telephone systems preferred or the aptitude to learn. 

  • Excellent verbal and written communication skills. 

  • Professional conduct and exercise of good judgement. 

Compensation: 

  • This position is part-time, non-exempt/hourly working 20 hours per week.  

  • Regular work hours are typically from 8AM-12PM, Monday through Friday. 

  • Regular work hours must be flexible based on the front desk coverage that is needed and based on operational demands. 

  • The pay range for this position is $17.27-$19.00 per hour.   

Physical Working Conditions:

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

While performing the duties of this job, the employee is regularly required to sit and walk for long periods. The employee must frequently reach with hands and arms.  The employee occasionally is required to use hands to finger, handle, or feel; talk or hear; stand and walk; bend/stoop/twist/squat/kneel; fine motor manipulation.  The employee must regularly lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.  Anything over the weight limit should be done as a two-person lift or with a mechanical lift. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. PWS is made up of multiple buildings and campuses with uneven surfaces and terrain. The employee will regularly ascend/descend stairways in multiple buildings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works outdoors at multiple campuses and has an indoor office. Occasional work near visual displays. The noise level in the work environment is usually moderate. 

Pasadena Waldorf School is an Equal Opportunity Employer and makes employment decisions based on merit. We are committed to providing equal employment opportunities to all individuals without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.  

We are committed to providing reasonable accommodation to qualified individuals with disabilities. If you require accommodation to participate in the application or interview process, please contact the School’s Human Resources Manager to request assistance. This policy applies to all recruiting and hiring practices, promotion, compensation, benefits, training, professional development, and other terms and conditions of employment.  

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include every possible activity and task performed by every specific employee.  

To Apply   

  • Please submit a letter of introduction, resume, and contact information for three professional references using the button below.