Front Office Assistant


Portland, OR, USA Remote


Education / Sustainable concentration for routine activities

Jun 19

Careers at KairosPDX

KairosPDX is a non-profit organization focused on delivering excellent, equitable education to underserved children, their families and their communities. Our mission is to eliminate the prolific racial achievement and opportunity gaps by cultivating, confident, creative, compassionate, leaders. We do this through an organizational approach that includes our Learning Academy, Community Relations, Government Affairs, and Training Academy.

Front Office Assistant

Core Position Responsibilities:

  • The Front Office Assistant is technical and project support for the administration of the school; responsible for responsive project based onsite tasks.
  • Share responsibility with a team of colleagues and families for creating a warm and welcoming environment honoring the mission and values for all members of the KairosPDX community;
  • Daily: Responsible for opening doors, answering phones, checking multiple emails, checking voicemails and returning calls;
  • Support the management and tracking information in multiple databases of all related communication via mailing, emails, fliers and phone calls;
  • Assist and support any ongoing projects from leadership team including: managing and scheduling meetings/appointments, copying, scanning, collating, mailing, and booking of the conference room;
  • Respond to email communication in timely and accurate manner;
  • Responsible for site level procurement of office supplies inventory and maintenance;
  • Responsible for producing, printing and organizing and distributing paperwork as needed;
  • Ensure staff members understand the onsite procedures and have the resources to operate effectively;
  • Onsite Student Support: basic first aid, health screens, administer medication as needed, and maintain the extra clothes supply;
  • Assist with student awards and recognitions for habits of success and attendance;
  • Support purchase and tracking of paperwork, inventory and daily reconciliation of cash related to:
  • KairosPDX patches;
  • School meals;
  • Ambassador background checks;
  • Field Trips;
  • School Pictures;
  • Supporting coordination and needs for student outreach via bus & bus service;
  • Supporting seasonal shifts in demand for administrative tasks to support student enrollment, student recruitment, Community Action Sessions, events and campaigns;
  • Supporting school pictures & field trip process and logistics;
  • Assist with student and family communications around health, events and logistics as needed;
  • Support all Ambassador programming at KairosPDX:
  • Support ambassador application process: onboarding, communication, paperwork and trainings for all ambassadors, accessing Help Counter and recording hours;
  • Assist with entering and maintaining all student attendance and information in Synergy, School Pass & all Kairos internal databases:
  • Continually update and correct database records;
  • Support all record keeping and tracking;
  • Support tracking and issuing of ID badges for students, ambassadors & families;
  • Support accurate daily attendance monitoring and reporting;
  • Support accurate data entry in both synergy, KairosPDX, Help Counter & IT databases;
  • Support registering staff and ambassadors for compliance trainings.

Additional Responsibilities:

  • Attend several KairosPDX staff and family events
  • Participate in continuous improvement practices including observations, reflections and collaborations
  • Participation in professional development; and
  • Perform other related duties as needed and assigned

Required Qualifications:

●       Minimum one year of experience working in office, nonprofit, and/or community organization setting

●       Knowledge of technology in the areas of office software, electronic communication

●       database systems, word processing, spreadsheets, and office equipment operation; i.e.,

phones, fax, and copier

●       Effective service-related people skills and problem solving skills as this position is

generally the first contact and has significant responsibility in representing the school

●       Effective verbal and written communication skills

●       Effective interpersonal relationship skills between students, staff, families, and

community members

Knowledge & Skills:

●       High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize work on multiple projects;

●       Highly detail-focused and results-oriented;

●       Ability to communicate and interact effectively with multiple constituencies including families, parents, staff and students;

●       Team-player attitude and strong customer-service orientation;

●       Excellent organizational, planning, and implementation skills;

●       Excellent written and verbal communication skills;

●       Highly proficient in Microsoft Excel, PowerPoint, and Word;

●       Demonstrated initiative, leadership, and tenacity;

●       Willingness to learn about and adapt to KairosPDX culture;

●       Commitment to culturally relevant practices;

●       Commitment to professional reflection and ongoing collaboration;

●       Current Food Handlers Card and CPR/First Aid Certificate required (cost paid by applicant);

●       Ability to pass a criminal background check.

●       Ability to adhere to Governors Vaccination Requirements for Teachers and School Staff, note this applies to all KairosPDX non-Instructional staff.

●       Share KairosPDX’s stance that excellent public education is a civil right of all children and families;

●       Experience working with diverse populations, specifically people of color; and

●       Passion for KairosPDX’s mission.

Salary and Benefits:

  • Salary Range:Dependent on qualifications
  • Benefits include: Up to three weeks of building closure breaks, paid sick/personal leave days, paid holidays, participation in Public Employees Retirement System (PERS), employer contribution for health insurance, professional development opportunity.

How to Apply

Interested candidates please submit a cover letter and resume via email to: Please state “Front Office Assistant application” in the subject line. In the cover letter please briefly describe your previous teaching experience, why you are interested in this position and what strengths you will bring to the job. Resumes will be accepted until the positions are filled.

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