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Administrative Assistant (@ Shalom High School)

Administrative Assistant at Shalom High School in Milwaukee, WI - shared by Jobs That Help as a third party

Job Type Details: Administrative and clerical functions, database management, reception.

Base Salary: $30,000 plus benefits

Since 1973 Shalom High School has had a rich history of educating students who have found academic achievement difficult in traditional high schools; today these students are considered at-risk. Shalom offers an accelerated credit earning model that allows students to graduate in a timely fashion with solid plans for life after high school.

Under the direction of and reporting to the school’s Co-Directors, the Administrative Assistant performs administrative and clerical functions central to the school’s operation. This will include areas such as (but not limited to): maintain student records and databases, program student schedules, meet and greet school guests, maintain school supply stock, keep accurate compliance paperwork, and collaborate with management to ensure healthy Covid 19 procedures.

Core Attributes
  • Commitment to justice and equity: Recognizes the role of race, gender, other identities and socio-economic conditions in shaping disparities and disposition, is driven to improve conditions, and proactively learns re: race, equity, and identity.
  • Results-orientation: A proven track record of achievement and producing results (rather than getting immersed in process), perseveres despite obstacles. Solution minded vs stuck on obstacles.
  • Project management skills: Analyzes student transcripts compared to graduation requirements in order to create student schedules consistent with course offerings and classroom capacity.
  • Information management: Collects data from individuals and creates summary databases/reports; collaborates with school-based personnel in implementing standards and operating procedures established for the management of student data; Audits school data for compliance with MPS and state standards.
  • Communication & People Skills:  Coordinates school/office communication including emails, calls, and newslettersPossesses the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Essential Duties and Responsibilities
This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as leadership may deem necessary from time to time.
  • Leads the scheduling and coordinating the transfer of Infinite Campus information and other files to DPI.
  • Planning, implementing, overseeing and following procedures designed to eliminate or reduce the possible spread of COVID 19.
  • Prepares and maintains other computer databases pertaining to student records, activities and demographic information.
  • Prepares and maintains Infinite Campus for student enrollment, records data such as student’s name, address, parents or guardians, sex, race, immunization record, grade assignment, class schedule, grades, medical needs, emergency contacts, etc. records students’ enrollment and withdrawal from school, records reasons for withdrawal and students’ plans as available.
  • Collaborates with school-based personnel in implementing standards and operating procedures established for the management of student data.
  • Collaborates to provide instruction and disseminate information to Co-Directors and the TransCenter for Youth Leadership Team regarding student information requirements for the operation of the student information system.
  • Collects data from individuals and creates summary databases/reports.
  • Coordinate school/office communications, including taking calls, responding to emails and interfacing with students and families.
  • Provides first-level support to all school-based personnel in the use of the computerized student information management system, handles complex system errors or malfunctions, and provides expertise in non-routine situations.
  • Provides assistance in all areas of student information, developing attendance reporting formats, grades reporting, registration and scheduling, discipline reporting, etc.
  • Works directly with teachers in the use of the electronic grade book system, including training and program analysis.
  • Answers telephone, provides immediate assistance if possible, researches solutions.
  • Provides on-site assistance to users with the utilization of Infinite Campus.
  • Audits school data for compliance with MPS and state standards.
  • Collaborates to establish and enforce standards, policies and procedures for the student information management system.
  • Performs other duties and responsibilities as assigned by the school director (s).

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
Requires education generally equivalent to a high school diploma with coursework in word processing, spreadsheet use, database maintenance, computer applications, business and office procedures and three years previous experience in a comparable position. Must be willing to become familiar with COVID safety protocols and procedures.

Language Skills
Ability to read and understand documents such as district training manuals, technological how-to-guides, among others. Ability to write routine reports, correspondence, and newsletters. Ability to speak effectively to other employees of the organization, and to members of the public about the organization.

Reasoning Ability
Ability to apply commonsense understanding to carry out complex or unclear instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or touch objects, tools, or controls and talk or hear. The employee is occasionally required to stand, walk, and reach above shoulders. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. This role will be primarily in-person and based out of the Shalom High School located at 1749 N 16th St, Milwaukee, WI 53205.

Equal Employment Opportunity
TransCenter for Youth is an equal opportunity employer and believes in equal opportunity for all employees and applicants. Accordingly, all employment decisions are based on the principles of equal opportunity. These decisions include recruitment, selection, promotion, transfer, discipline, compensation, benefits, training, and other personnel actions involving persons in all job titles and shall occur without regard to race, color, creed, religion, sex, marital status, pregnancy (including childbirth and related conditions), age, ancestry, national origin, disability, genetic information, veteran or military status, sexual orientation, gender identity, arrest and conviction records, the use or nonuse of lawful products off the employers’ premises during nonwork hours, declining to attend meetings or participate in communications about religious or political matters, or any other characteristic protected by law.