Office Assistant

OFFICE ASSISTANT JOB DESCRIPTION ABOUT US: The mission of The Bronx Charter Schools for Better Learning (BBL) provides their students with a solid foundation for academic success, through achievement that exceeds citywide averages and meets or exceeds New York State Standards and national norms in all curriculum areas tested, especially in mathematics and language arts. Our teaching constantly adjusts to the needs of our students, leading to independence, autonomy, responsibility, and a sustained love of learning, all of which contribute directly to high academic achievement. BBL is a dynamic elementary charter school dedicated to providing an exceptional educational experience to students. We are committed to fostering a supportive and engaging learning environment where students thrive academically and socially. POSITION SUMMARY The Office Assistant plays a vital role in supporting the daily administrative and operational functions of BBL. This position ensures the main office operates efficiently while delivering high-quality customer service to students, families, and staff. The Office Assistant is responsible for maintaining accurate student data in systems such as ATS and PowerSchool, supporting compliance requirements, and contributing to a welcoming, organized, and student-centered environment. ESSENTIAL FUNCTIONS Front Office & School Operations Serve as the first point of contact for all visitors, families, and staff, ensuring a professional and welcoming environment. Manage front desk operations, including answering phones, greeting visitors, and directing inquiries appropriately. Coordinate daily office workflow to support uninterrupted school operations. Maintain visitor logs and ensure adherence to school safety and security protocols. Student Information Systems and Data Management Maintain accurate student records in ATS and PowerSchool, including enrollment, attendance, and demographic updates. Process student admissions, transfers, and withdrawals in compliance with New York State Education Department (NYSED) and authorizer requirements. Monitor daily attendance, follow-up on absences, and communicate with families regarding attendance concerns. Generate and maintain reports for compliance, audits, and internal data tracking. Ensure adherence to FERPA and all data privacy regulations. Family Engagement and Communication Provide responsive, respectful, and culturally competent support to families. Assist with family communications, including notices, report distribution, and school updates. Support enrollment inquiries and registration processes. Facilitate communication in Spanish or other languages as needed. Administrative & Clerical Support Prepare correspondence, reports, and presentations for school leadership. Maintain organized filing systems, including confidential student records. Assist staff with clerical needs, including copying, scheduling, and document preparation. Manage calendars, schedule meetings, and coordinate logistics. Compliance and Reporting Assist in preparing reports required by NYSED, NYC DOE, and the school’s authorizer. Support audits and compliance reviews by maintaining accurate and accessible documentation. Track required documentation such as immunization records, emergency contacts, and enrollment packets. School Operations Support Assist with the coordination of school-wide events, testing administration, and operational initiatives. Support procurement processes, inventory tracking, and supply management. OTHER FUNCTIONS Perform other related duties as assigned by the Principal or Office Manager. REQUIRED or DESIRED QUALIFICATIONS High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred. Minimum of 1-2 years of administrative or school office experience preferred. Experience with Automate The Schools (ATS) and/or PowerSchool strongly preferred. Familiarity with NYC DOE procedures and charter school operations is a plus. Proficiency in Microsoft Office Suite and Google Workspace. Strong organizational, communication, and customer service skills. Ability to manage confidential information with discretion and professionalism. Bilingual preferred to effectively serve the BBL community. CERTIFICATIONS None required. PHYSICAL DEMANDS/WORK ENVIRONMENT This position requires the abili