Administrative Assistant
Amelia Island Montessori School (AIMS) is seeking a full-time, year-round Administrative Assistant to join our team of dedicated professionals beginning in July 2024. The model candidate will be someone who:
- Is self-motivated, flexible and enthusiastic with excellent communication and planning skills;
- Is highly-organized with excellent time-management skills and the ability to multitask on a variety of projects at any given time;
- Possesses strong attention to detail and has excellent interpersonal and communication skills.
Key Responsibilities:
- Greets individuals entering the school office (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries, directing individuals to appropriate location/personnel and/or ensuring that all visitors have signed in on the visitors log;
- Maintains a variety of records and/or files, including student records (e.g. student schedules, rosters, student files, emergency records, daily attendance, completed progress reports, etc.) for the purpose of providing documentation for audit purposes and meeting state, federal and administrative requirements;
- Performs enrollment activities (e.g. interpreting transcripts, updating automated student information system, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements;
- Performs record keeping and general clerical functions (e.g. proofreading, filing, copying, faxing, etc.) for the purpose of supporting administrative operations;
- Processes documents, forms, mailings and materials (e.g. new registrations, transcripts and transcript requests, withdrawals, etc.) for the purpose of disseminating information and completing transactions;
- Responsible for management of the daily operations of a professional school environment, inclusive of but not limited to answering phones, taking messages, and supporting all necessary communications relating to the school and student safety;
- Organizes internal staff events (such as the New Employee Orientation, the staff holiday celebration and planning days) and assists in planning school-wide events;
- Supports admissions processes by handling basic inquiries, assisting with student application process, and managing records requests;
- Compiles student records (e.g. birth certificates, transfers, immunization, etc.) for the purpose of meeting state, federal and/or district requirements;
- Evaluates situations (e.g. involving other staff, students, parents, the public, police, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution;
- Supervises Before School Care and serves as a back-up in programs, as needed.
Other Functions:
- Assists other personnel for the purpose of supporting them in the completion of their work activities, substituting in classrooms, as requested;
- Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare as assigned;
- Works directly with the Department of Children and Families (DCF) to ensure compliance, conducts DCF-driven monthly inspections and and prepares the school for DCF visits;
- Supports the school in maintaining FCIS and AMS accreditations and prepares the school for FCIS and AMS visits;
- Assists with in-house training and support of staff, and oversees/manages tracking of all employees’ required annual training hours;
- Supports the Finance & Operations Manager in managing supply purchases and supporting teaching faculty to ensure all classroom environments are adequately and appropriately stocked;
- Manages background screenings of employees, vendors, volunteers, external therapists, and applicants;
- Works closely with all staff and faculty to promote their role in enrollment and a positive school image;
- Supports the primary entrance to the school during work hours to support tardy school arrivals or early dismissals, safely escorting students, as needed;
- Manages the administrative areas ensuring that the school follows all legal, licensing, and accreditation guidelines for student safety;
- Supports the mission and goals of the school by positively representing the school in all interactions;
- Performs other duties as assigned by the Finance & Operations Manager, the Outreach Coordinator and/or the Head of School;
- Engages in ongoing self-assessment, refinement of practice and collaborative professional growth.
Communication, Supervision & Safety:
- Sets an example for children by modeling honesty, respect, kindness and understanding;
- Promotes an understanding and appreciation of all cultures, and informs students about cultural, historical and current influences;
- Engages in clear, respectful, and effective communication with children, parents, colleagues and administrators, which supports an understanding of the school’s programs, develops positive relationships within the school community, and protects the privacy and confidentiality of each student and family;
- Models and teaches conflict resolution and problem-solving strategies;
- Timely and accurately completes all forms and paperwork, as assigned by the School, including response communication via email;
- Is responsible for the safety of the children within the classrooms, and on the school premises, until dismissed to a responsible adult. Every staff member is responsible for the appropriate treatment and well-being of all children, based on respect. No child should ever be left unsupervised either inside or outside the classroom;
- Is responsible for complete understanding and implementation of the School Crisis Management Plan and follows School-wide security protocols;
- Immediately corrects and/or reports any safety issues to the Finance & Operations Manager and/or the Head of School;
- Fully participates and collaborates with faculty and administrators in furtherance of the School's mission, including developing (as applicable) and participating in all School functions, such as Staff Meetings, Open Houses, Parent Orientations & Education Events, and School Events (both fundraising and community-building);
- Supports and enforces the rules and regulations of the School as delineated in the Parent Handbook and other guidance, which may be updated from time to time;
- Fulfills all duties with the professional and ethical standards outlined in the Employee Manual, in School policies, and as required by law;
- Completes any additional duties as requested and/or as may be necessary to further the mission of the School and contribute to the best interests of the School and its students.
Experience and Qualifications:
- Bachelor’s Degree preferred
- Earn and maintain LASO certification and specialized training for VECHS program
- Technological proficiency with Mac and PC-based software programs and the Google Suite of communication tools required
- Successfully complete pre-employment background check, TB test, etc.
- Successfully begin DCF childcare training within three months of start date and complete within one year of employment
- Successfully complete CPR and First Aid course
Compensation:
Salary is competitive and based on experience, education and certification.
Our Mission
Amelia Island Montessori School embodies a child-centered education, grounded in Montessori philosophy and methodology, supporting the "whole child," inspiring independent thinkers and cultivating collaborative citizens.
About Amelia Island Montessori School
Since 1973, AIMS has educated thousands of children and remained true to the vision of providing an environment where the development of the whole child matters, and where children cultivate independent thinking and a true love of learning. AIMS is an independent, non-profit school in Fernandina Beach, FL.
AIMS serves students from the ages of eighteen months in our Toddler program, to twelve years in our Upper Elementary program. Employment at AIMS offers several advantages:
- The idyllic campus is located on Amelia Island's south end, shaded by live oak trees and within walking distance to the Atlantic Ocean
- The community is engaged and participates in many local events including a highly popular Island-wide Chili Cook-Off
- AIMS is an accredited member of the American Montessori Society & the Florida Council of Independent Schools
Resumes and Letters of Interest:
Interested candidates should submit a letter of interest, resume and two letters of professional recommendation.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
Schedule:
- 8 hour shift
- Monday to Friday
Education:
License/Certification:
- CPR Certification (Preferred)
- First Aid Certification (Preferred)
- DCF childcare training (Preferred)
- Montessori Certification (Preferred)
Work Location: In person