Secretarial Position - Lafayette Preparatory Academy
Position: Secretarial Position
Subject Area: (none)
Job Title: Office Administrator- Operations
Job Location: Lafayette Preparatory Academy
Beginning: Immediately
Deadline: Open until filled **
District: Lafayette Preparatory Academy
St. Louis, MO 63103
Telephone: 314-880-4458 EXT 101
Email:
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Job Description:
To Apply: Please follow the application process available at http://lafayetteprep.org/career-opportunities/

Summary: This position is responsible to the Operations Manager in assisting with operational tasks and systems. The Office Administrator-Operations will work in cooperation with the Head of School, the Executive Director, and other staff, specialists and consultants to implement and maintain policies and procedures that meet objectives delineated by the Head of School and Executive Director and to ensure the efficient daily operations of non-academic functions of the school. 

SPECIFIC RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
  • Manage Office Assistant duties when Office Assistant is not present
  • Assist Head of School with website maintenance
  • Assist Head of School with newsletter development and distribution
  • After Care:
    • Set up and process club and after care payments (including recurring)
    • Write and distribute tax letters for aftercare payments
  • AP/AR:
    • Manage relationships and disputes with vendors
    • Reconcile and categorize Credit Card Purchases for Executive Director
    • Manage Vendor Tracker (compare to bills)
    • Reconcile and categorize Miriam Bills
    • Prepare Square report for Accountant
    • Write and distribute POs
  • Attendance
    • Maintain Attendance Tracker
    • Maintain late pick-up tracker and fees in SISK
  • Cash Management:
    • Deposit - Final Review/Submit to Executive Director
    • Take deposit to bank
    • Set up and manage Chromebook payments
    • Make Credit Card Purchases
  • Enrollment:
    • Distribute enrollment applications and answer enrollment questions
    • Tours: Set-up tours and enroll families in tours; track who has and hasn't toured
    • Receive applications and follow up about missing documents
    • Notify families when application is complete
    • Maintain enrollment application tracker
    • Notify families if selected for open seat/placed on waiting list
    • Notify Head of School if new names need to be pulled from waiting list and notify families after Head of School approves new family being enrolled.
  • Medical:
    • Manage Medical Authorization Forms
    • Manage medication storage and notify whoever manages Individual Health Plans and Allergy Plans
    • Manage medication distribution and schedules
    • Assist students needing medical assistance
    • Manage medication input in SISK
    • Input immunizations into SISK
  • Clerical/Office Duties:
    • General: scanning, filing, sorting mail, copying, mailings, notifications to families, etc.
    • Assist in data entry
    • Maintain Student Files according to guidelines
    • End of Year student file maintenance - current and WD
    • Scan files into long-term files
    • Send out MAP scores to families; file MAP scores in student files
    • Maintain e-files
    • Manage LPA calendars
  • Volunteers:
    • Parent volunteers tracking and communication
    • Assist with parent volunteer coordination
    • Manage volunteer background checks
  • Create and send thank you letters to donors and community partners
  • Promote and maintain a positive and effective school climate by ensuring that all interactions with staff, students, parents and the public at large are prompt, efficient, helpful, and friendly
  • Perform other duties as assigned by administration
QUALIFICATIONS:
  • A passionate belief in LPA’s mission, values, and educational model
  • Current authorization to work in the United States
  • Previous experience as an office administrator (Work in a school, is preferred)
  • Familiarity with or willingness to learn MS Office and SISK
  • Satisfactory completion of a background check and Family Care and Safety check, demonstrating results that meet the guidelines for employment at Lafayette Preparatory Academy
To Apply: Please follow the application process available at http://lafayetteprep.org/career-opportunities/

** District reserves the right to close any Job Posting when a suitable applicant has been found before the deadline date.
**** REAP Applicants: If you want to notify the school district of your interest in this job, click here.

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