Job Description:
Summary: Under the supervision of Assistant Headmaster for Formation, the Office Assistant provides secretarial and clerical support in the day to day operations of the office.
Frontline Services and Secretarial Support Manages reception area, welcoming and attending to calls, inquiries, requests, and appointment Attends to students and visitors by answering their queries and endorsing them to concerned individuals Handles logistics for food reservations for scheduled meetings Files, keeps, maintains and updates office files (letters, notices, memos, and other correspondences of the AHFor`s Office) Reminds the AHFor of on and off campus meetings and AHFor school related activities Monitors the AHFor’s calendar and coordinates meeting schedules General Office Support Keeps tracks and organizes letters, memos and announcements received and released by the AHFor Handles photocopying and similar service requests Posts memos in the AGS Bulletin Boards regarding AHFor concerns Monitors and replenishes office supplies Tracks borrowing/lending of materials and equipment Ensures general cleanliness and orderliness in the AHFor`s Office Prepares job order request for the repair of office equipment and furniture of the AHFor Budget and Financial Support Monitors and updates the office and AHFor Program budget, DCB accounts and ledgers; and regularly updates the AHFor Retrieves and documents financial report of CMO/SIO and CDC offices for record keeping Prepares purchase requisitions, Orders for Checks and requests for office supplies for the approval of the AHFor Prepares and computes all replenishments for petty cash funds, reimbursements and liquidation reports for the approval of the AHFor Assists in monitoring the AGSPAC budget and disbursement of funds with the close supervision of the Assistant to the Headmaster AH For Program / Event Support Documents the strategic plans of the Ateneo Grade School Parent’s Council for a developmental program for Ateneo de Manila Grade School parents from Kinder to Grade 6. Attends to the logistical preparation of workshops/recollections
Collates participants’ attendance and attends to their inquires Prepares promotional material for posting/disseminates and invitation Coordinates venue reservation, food and tokens/honorarium of speaker Coordinates logistical requirements and updates with other offices and stakeholders Reproduces materials, handouts and equipment needs in coordination with the speaker Reproduces and collates the evaluation of parent participants Selects photos/video for documentation AGSPEAK Support Coordinates with the printer selected by the School following university guidelines Provides photos in coordination with the official events photographer or parents in charge if needed Prepares the printed copies for distribution to the various grade levels Other task Performs other tasks related and that may be assigned by the Assistant Headmaster for Formation and authorized representative. Minimum Qualifications:
Bachelor’s degree, preferably in management At least one (1) year of relevant work experience Basic bookkeeping skills Good oral and written communication skills (English and Filipino) Proficient in MS Office Programs Able to multitask, comes to work on time, hardworking, and efficient Systematic, organized, and attentive to details Has good interpersonal skills
