Office Assistant in Redmond, Oregon at Redmond Proficiency Academy

About the role:

The Office Assistant is the face of our school — the first person students, families, staff, and visitors encounter each day. This role is central to keeping our building running smoothly, supporting our Director, and ensuring every person who walks through our doors feels welcomed and helped. If you thrive in a fast-paced environment, enjoy working with people, and take pride in keeping things organized and running well, we'd love to hear from you.

What we are looking for:

• Strong interpersonal and communication skills — you're approachable, patient, and professional with everyone
• Ability to multitask and stay organized in a busy, people-facing environment
• Comfort with school or office technology (student information systems, Google Workspace, etc.)
• Discretion in handling sensitive student and family information
• A proactive, problem-solving mindset and willingness to pitch in wherever needed
• Prior experience in a school, administrative, or customer-facing role preferred

What you will do:

Community and Family Engagement

• Serve as the primary point of contact for students, families, staff, substitutes, visitors, and community members, in person, by phone, and via email.
• Conduct school tours and support new family enrollment
• Track and process student attendance, including family outreach and weekly reports
• Maintain visitor and volunteer records, including background checks and ID badges
• Triage family and student concerns, de-escalating situations as needed
• Support daily meal services and assist with the annual benefit application process
• Route and respond to incoming mail, email, and phone inquiries per communication protocols

School Operations

• Open and close the school office daily; maintain clean, functional staff workspaces
• Ensure office equipment and facility technology are in good working order
• Coordinate substitute coverage and manage substitute staff on site
• Order and maintain supplies for the workroom and classrooms
• Maintain accurate student files; process internal and external records requests
• Handle student records with care and confidentiality
• Manage student fee collection, petty cash, and related rosters and reports
• Provide basic technology support to staff

Administrative Support

• Manage the Director's calendar, including scheduling, prioritization, and triage of needs
• Coordinate school-wide events such as field trips, assemblies, concerts, and testing
• Produce professional communications, including reports, memos, newsletters, and presentations
• Maintain the building calendar and daily operations plans
• Support student scheduling and report card processing in Alma
• Manage Chromebooks and related technology, including inventory and repair coordination
• Cover essential school nurse duties in their absence
• Review office systems for accuracy and opportunities for improvement
• Occasionally support duties outside regular business hours; participate in ongoing professional development

• Proficient in Alma student information system, including the following regular tasks: attendance, enrollment, classes, schedules, and reporting
• Proficient in Google, including the following regular tasks: Mail, Calendar, Drive, Docs, Sheets, Forms, and Presentations
• Proficient in SchoolMint, including assisting parents and families, adding notes, running reports
• Expert steward of student services by building relationships with students and families
• Highly developed interpersonal communication skills
• Maintains confidentiality
• Expert knowledge of RPA health, inclement weather, and safety protocols
• Knowledgeable in the Student Handbook
• Expert in RPA mission, culture, and values