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Administrative Office Assistant

Fulton Montessori School

This position supports FMS Administration, staff, and families with a variety of needs, including morning check-in for students, social media and online cloud document creation and/or maintenance as needed, email and phone communications, assistance with student enrollment and the application process, general licensing paperwork and non-profit organizational support as needed.
Our ideal candidate is proficient in use of Apple, Microsoft and Google formats, virtual and in-person meeting and event logistics, and a potential to learn grant-writing and help with fundraising efforts. This role is crucial to our small non-profit and will provide support to the Director and the organization. After careful training and onboarding, this role demands high reliability in accuracy of task completion and clear and honest communication about ongoing tasks and projects to ensure organizational success. Every person’s role and responsibilities are expected to be fulfilled to the best of ability so that others may also be successful in their duties.
Paid remote training to occur while new employee completes required TB testing, First Aid/CPR classes, and successful background checks. (New employee must have access to reliable wi-fi for remote work – free and reliable solutions available upon request.)
Job responsibilities include:
• Input data to maintain and update weekly tuition logs and invoices for Director
• Become familiar with brightwheel software for parent messages, school announcements, daily check-in and out, and school invoicing.
• Help students to check-in to the school daily in the morning, greeting families, taking temperatures and recording required health checks in brightwheel software.
• Handle regular and daily email communications
• Answer incoming phone calls and emails, provide excellent customer service and take detailed messages
• Serve as a first point of contact and resource for families and the inquiring public, referring to Director as appropriate.
• Data Entry: update and maintain data in a variety of documents and spreadsheets
• Assist the Director with organization of tasks to ensure successful completion of responsibilities and tasks
• Assist with creation and maintenance of student and school files as needed and as directed by Director and per school and state policies
• Assist in coordination of school events, virtual and in-person.
• Follow all school, state, and federal policies as applicable
• Maintain organizational confidentiality in accordance with all terms
• Assist with monthly safety drills, emergency preparedness plan and/or other mandated safety requirements as needed
• Providing kind and considerate customer service to families with a wide range of family income
• Providing administrative support to Director and organizational support to staff as needed.
• Ability to take inventory of existing materials to order, purchase, and acquire materials as needed and/or requested by the Director.
• Ability to add items as needed to online organizational wish lists
• Upon request from the Director, be able to assist with hiring process through providing paperwork to potential applicants, helping to arrange interviews and follow-up as needed with both the applicant and Director regarding the process
• Manage digital photo library and take photographs as needed for website, newsletter, social media, etc.
• Regular use of Canva to post updates to social media and minor updates to drag-and-drop website
• Arrange field trips and or in-house educational guests as needed
• Assist with coordination of both existing volunteer needs and opportunities and with the creation of new events/opportunities for FMS families and the public
• Arrange, format and help publish a monthly digital newsletter
• Research and provide the Board with possible grant writing opportunities that may help further the school’s mission (Given the part-time nature of the position and if time allows, assist to write said grants in partnership with the Director and/or Board)
• Familiarization of daily operations of school and needs of Director
• Attention to cost-saving methods that are in alignment with non-profit organizational needs
• To understand that the Director will need to approve and/or review all above tasks until the applicant has an understanding of the organizational structure, position role and responsibilities, and a solid handle of tasks and workload. This will involve daily task check-ins, daily upkeep of “to-do” lists, and daily review of completed tasks.
• TO understand that the first three months will serve as a probation period where applicants’ ability to fulfill duties and responsibilities will be up for review and consideration at three months from hire to determine that both applicant and FMS are satisfied with employment arrangements and to discuss potential for full-time hours.

Required Qualifications:
SKILLS to include: - Solid organizational skills, flexibility and the ability to prioritize and work on multiple projects, to pivot to a new task/priority if needed, all while meeting deadlines - Ability to communicate when task deadlines are approaching and ability to ask for support if needed. - highly skilled in data entry and email communications - efficient in many ways - proficient in cloud and desktop apps of word processing, spreadsheets, etc. using Office, Google, Apple, Adobe, DocHub, etc. - a wonderful communicator with fabulous customer service skills - competent writing and interest in helping with monthly newsletter - is flexible and able to accomplish tasks to meet deadlines - group orientated with ability to work independently - familiar with a variety social media and able to upkeep and project professional and relevant content - familiar with drag and drop editing - Ability to ask questions to gain clarity and to ensure accuracy of work. - Ability to follow directions with attention to detail and precision - Skills not listed here may be required and depending upon many factors, may be developed through specialized training
Salary:
$15-$17/hour DOQ
Benefits:
Compensation and Benefits $15 - $17/hour DOQ (Hourly, part-time, permanent) 7 paid Federal holidays (Labor Day, Thanksgiving, Christmas, New Year’s Day, Memorial Day, Juneteenth, Independence Day) 4 weeks of school-wide breaks – unpaid (but with option for paid remote or in-person work during breaks) 5 PTO days (hours comparable to your workday) available after a 3-month probationary period from your start date (employee contract details these terms and conditions) Employee tuition discount for preschool tuition for employee's child (non-transferrable) This position is in a 3-month general probation period from hire date to ensure both the employee and employer are satisfied with the expectations and performance. Check-in meetings to occur at 30-day intervals to assess onboarding success and to evaluate both parties’ satisfaction with the position.
How to apply:
Send resume/CV to School Director, Sinuda Kapaczynski, sinuda@fultonmontessori.com and 2-3 times you are available for an virtual interview.
Website:
https://www.fultonmontessori.com/
Classifications:
Administrative & Office Support
Location:
Richmond
Posting Organization:
Fulton Montessori School