Administrative Office Assistant

Description:

The Administrative Office Assistant supports the efficient operation of the school’s administrative office by assisting students, parents, staff, and community partners in alignment with CCA and The Leona Group standards. The position requires strong bilingual (Spanish-English) communication, exceptional problem-solving skills, and proficiency with technology and data systems. The Administrative Office Assistant plays a vital role in supporting compliance, reporting, and communication between the school, families, and external partners, including state, federal, intermediate school district (ISD), SVSU Authorizer, The Leona Group, and the CCA Board.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned as needed.

Parent and Community Engagement

• Serve as a welcoming, professional point of contact for CCA families and community members.
• Assist CCA schools and parents with enrollment, attendance, communication, and general inquiries.
• Build positive relationships with CCA Schools, families, and community organizations to enhance school-family-community partnerships.

Administrative and Data Management

• Maintain accurate and confidential CCA District and CCA buildings records (both electronic and hard copy).
• Perform data entry and quality control for local, state, and federal reporting systems.
• Generate and review reports for quality control; assist with data submission to the School Leaders, corporate office, authorizer, or board as requested.

Reporting and Compliance

Assist with the preparation, organization, and submission of required reports for:

• The Michigan Department of Education (MDE)
• Intermediate School District (ISD)
• Federal programs
• Saginaw Valley State University (SVSU) Authorizer
• The Leona Group (TLG)
• The CCA Board of Directors
• Maintain awareness of compliance expectations at all levels and ensure timely documentation.

Operational and Office Support

• Support daily District office operations, including reception, clerical tasks, correspondence, scheduling, mail distribution, and supply management.
• Assist with the coordination of meetings, events, and special programs.
• Support CCA School Leaders in organizing reports, presentations, and communications.
• Assist with volunteer coordination and Parent-Teacher Organization (PTO) activities.
• Website management and social media communications

Technology and Applications

• Demonstrate strong proficiency in PowerSchool, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and Google Workspace.
• Utilize student information systems, HR platforms, and state reporting applications efficiently.
• Support data tracking for attendance, enrollment, compliance, and communications.

Problem Solving and Professionalism

• Apply strong problem-solving and critical-thinking skills to help resolve parent, student, or operational issues promptly and professionally.
• Exhibit a calm and helpful demeanor in a fast-paced school environment with frequent interruptions.
• Support the school's overall effectiveness by proactively identifying needs, providing solutions, and fostering a collaborative, team-oriented spirit.

Requirements:

• High school diploma or equivalent required; college coursework in business, education, or a related field preferred.
• A bachelor’s degree in business or a related field is a plus.
• Minimum of three (3) years of administrative or clerical experience, preferably in a school or nonprofit setting.
• Bilingual (Spanish-English) required - able to communicate clearly and professionally with students, families, and community members.
• Demonstrated proficiency in Microsoft Office Suite, Google Workspace.
• Skilled with the Student Information System preferred (PowerSchool).
• Strong organizational, interpersonal, and communication skills.
• Proven ability to manage multiple priorities while maintaining attention to detail and deadlines.
• Demonstrated success in interacting with diverse populations and maintaining confidentiality.
• Experience in preparing reports for state, federal, or regulatory agencies is preferred.
• Demonstrated dedication to professionalism, service, and continuous improvement.

WORK ENVIRONMENT

• CCA District office setting with frequent interaction with CCA buildings, The Leona Group, community-based organizations, vendors, parents, and staff.
• Fast-paced environment requiring flexibility, multitasking, and discretion.
• Occasional travel for training or authorizer-related meetings may be required.