Position Title: Front Office Assistant

Position Summary:

FLSA Status: Non-exempt 

Position Overview 

The Front Office Assistant supports Pasadena Waldorf School’s three front offices along with the Director of Operations. Performing a wide variety of administrative and operational tasks to maintain an effective and well-organized office. The position is multifaceted involving front office responsibilities with a focus on operations. Daily tasks may include answering phones, placing work and supply orders, coordinating emergency plans and drills, as well as communicating with vendors. This position requires initiative, problem solving skills, independent judgment, excellent and clear communication, advanced organizational skills with keen attention to detail.  

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. 

• Serve as substitute for three front office personnel; the lower school located at the Machis Mariposa campus, the high school and business office located at the McComb Mendocino campus, in that order of priority.

• Function as first point of contact, which includes answering phones, welcoming, and directing visitors, employees, parents, and students, responding to emails, distributing incoming and posting outgoing mail, forwarding maintenance requests to groundskeeper and facilities maintenance team.

• Take and track daily attendance for students during school year, including parent contact as needed.

• Check Magnus Health for medical records and emergency contacts.

• Provide First Aid and student support for injuries, illness, and misbehavior in class. Communicate with parents, when required.

• Ensure that school employees receive and complete incident/injury reports as needed after an incident takes place. Then email report to the HR/Payroll Coordinator and upload report to Magnus Health.

• Email communication to parents and employees about important information such as school breaks, events, and communicable diseases, through Veracross composer. 

• Monitor and maintain inventory of office, janitorial, and medical supplies across both campuses. Keeping a stocked and organized office and filing system. 

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

• Support emergency preparedness plans and drills. 

• Initiates routine tasks and actions not requiring immediate attention of the Director of Operations. 

• Participate in professional development programs provided by the School. 

• Performs various duties as assigned.  

Qualifications 

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

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

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

• Previous experience working in a school environment preferred.

• Strong organizational skills with heightened attention to detail

• Effective interpersonal and problem-solving skills, including ability to deescalate emotional situations and remain calm in complex environments.

• Strong basic First Aid skills and ability to assess and triage students’ needs.

• Proficient in Microsoft Office Suite, experience with database 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 technology trouble shooting.

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

• Excellent verbal and written communication skills. 

• Professional manners and exercise of good judgement. 

• Ability to work collaboratively and take initiative on a variety of tasks and or projects.    

Reports to: Director of Operations  

Physical Demands: 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 limits 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. Occasionally works near visual displays. The noise level in the work environment is usually moderate. 

Salary and Benefits   

• This position is part-time, non-exempt, 20 hours per week. Work Hours are typically from 8:00am to noon. Monday through Friday and may be flexible based on coverage and business needs. Pay range is $16.90-18.50 per hour.  

To Apply   

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