Administrative Assistant- Passages Charter School

Posted on: November 8, 2023 | | |

Administrative Assistant- Passages Charter School

Do you seek to make a difference in the lives of immigrants, refugees, and the underserved?

At Trellus our holistic approach to human services improves lives now and for generations ahead. Today, Trellus serves everyone who seeks our help, regardless of race or ethnicity. While we continue to deepen our mission with immigrant and refugee communities, all are welcome here.

Trellus focuses on culturally comprehensive human services that help people become:

Healthy – with Community Health programs and Behavioral Health counseling.
Educated – through skilled learning programs and a charter school for grades Pre-K to 8 that specializes in preparing children to lead in a global world.
Employed – using comprehensive job-related services that place hundreds of job-seekers into full-time and part-time employment every year.
We are seeking ADMINISTRATIVE ASSISTANT for our Elementary school.

Department Function:

Passages Charter School serves students from pre-kindergarten through eighth grade, with a special focus on the needs of immigrant and refugee students. Passages offers a tailored educational program focused on high academic standards and instruction based on students’ individual needs.

Job Function:

The administrative assistant performs varied and advanced clerical and secretarial tasks to organize and schedule school activities; assists the Principal with routine administrative duties; coordinates communication between administrators, District, site personnel, parents, students, and the public.


Provide clerical assistance to staff as needed, such as typing documents, answering phone calls and filing records.
Serve as secretary to the Principal; organize, coordinate, and schedule a variety of office activities; compose routine correspondence independently; prepare and distribute communications and minutes of meetings; receive, open and route mail.
Work with assistant principal to manage staff absences and sub requests
Ensure that student attendance is taken and updated in ASPEN during the first hour of the day, and phone home for absent students during the second hour of the school day
Accurately maintain student attendance records and assist students, parents, and teachers in all matters related to student attendance
Use CPS Dashboard to track, monitor, and respond to school and district data
Work with counselor and STLS coordinator to complete the monthly CTA Inventory Survey
Responds to inquiries from students, parents and guardians, and the general public concerning school operations and activities.
Maintains a variety of students records and/or files, including student enrollment, withdrawal, transfer, and attendance
Ensure that students’ records and files (i.e. health forms, emergency contact, FIIF,etc) are current
Assist with registration, enrollment, and the transfer process and be able to use ASPEN to facilitate these processes
Prepares and processes requisitions for the procurement of supplies, instructional materials, furniture, and equipment
Maintain school calendar and event schedule and manage parent communication.·
Perform complex and advanced-level clerical accounting duties in support of the assigned schools’ programs and services; process or prepare financial accounting documents, payments, reports and special projects as assigned.
Collect payments, deposits, provide accurate receipts, reporting and record keeping.
Monitor and meet CPS compliance reports/requests.
Request and update student medical records and ensure all students are medically compliant, and administer medication in accordance with student medication records only.
Complete all duties, responsibilities, and special projects as assigned.

Knowledge, Skills, and Abilities:

High school diploma or GED equivalent, Associates Degree preferred
Working knowledge or the ability to learn CPS systems and other applications such as word processing, spreadsheet, and database or other software applications such as Google Suites, PowerPoints, Surveys, and Sheets is highly desirable
Ability to communicate effectively, efficiently and tactfully with school personnel, students, parents and guardians, and the general public.
Strong time management and problem solving skills; highly organized with keen attention to detail and ability to work independently with discretion, and little direction.
Excellent interpersonal, written and oral communication skills, and excellent judgment and professionalism
One year of clerical work experience, and the ability to type 45 words per minute with fewer than 10 errors; or an equivalent combination of training and experience preferred.
Experience managing multiple projects and simultaneous deadlines
Bilingual or multilingual capabilities preferred
Physical Requirements and Working Environment:

Regularly required to: sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 20 pounds.

Trellus is an equal employment opportunity employer dedicated to the fair and equal treatment of all of its employees without regard to age, gender, race, color, religion, creed, national origin, ancestry, sexual orientation, disability, political or union affiliation, maternity status, parental status, military or veteran status, or any other basis prohibited by law.