Administrative Assistant/School Office Aide (Full or Part-Time Position) - Tucson

Portable Practical Education Preparation, Inc. - Tucson, AZ

Part-time

Tucson, AZ

About the position

The Administrative Assistant/School Office Aide position at PPEP TEC High School is responsible for supporting the Lead Teacher by maintaining effective communication with various organizational departments and the public. This role emphasizes customer service, clerical duties, student records management, and compliance with school policies, ensuring that the school's vision and goals are upheld.

Responsibilities

• Greet parents, students, and visitors in a professional manner
• Ensure office is well organized, attractive, and clean
• Demonstrate high standards of communication skills, both written and verbal
• Present information clearly and concisely
• Actively listen to others
• Act as a team player and build professional relationships with coworkers
• Answer a multi-line phone system, route calls, and take messages
• Provide administrative support to the Lead Teacher
• Generate reports and respond to inquiries regarding data entered as requested
• Schedule appointments as needed
• Order, distribute, and maintain office and janitorial supplies
• Ensure completion and submission of staff timesheets and required documentation
• Prepare and distribute incoming and outgoing mail
• Review incoming information for student records for accuracy and completeness
• Process information efficiently to keep student data current and accurate
• Maintain accountability for input of student data in the Student Information System (SIS)
• Ensure personal information about students is shared only when necessary
• Complete and submit daily reports to appropriate staff
• Establish and maintain an effective records management system
• Maintain accurate active and inactive student files
• Review student files to ensure they contain all required paperwork
• Communicate daily absences to responsible parties in a timely manner
• Communicate with school staff regarding student absences
• Ensure collection of appropriate student absence documentation
• Update the Absence Call Log daily
• Communicate daily with school staff on teacher attendance submission status
• Attend all required training as needed/applicable
• Maintain confidentiality and professionalism at all times
• Perform other job-related duties as assigned

Requirements

• High School Diploma or GED
• Valid Arizona Driver's license and clearance/approval by corporate auto insurer
• Must qualify for a IVP Clearance Card
• Ability to become proficient in database management system (SIS)
• Proficiency with Microsoft Office products including Word, Excel, Outlook
• Any combination of academic education, professional training, or work experience demonstrating the ability to perform the duties of the position.

Nice-to-haves

• Associate degree in Business Administration or related field
• One (1) year prior work experience maintaining school records and documentation
• Bilingual (English/Spanish) preferred