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The Academy of Alameda Operations Assistant

The Academy of Alameda

Alameda, California
Job Type:
Job Status:
Full Time
  • HR Generalist
  • Administrative
  • Other
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Job Details

About The Academy of Alameda

The Academy of Alameda’s Elementary and Middle Schools are free, public charter schools that serve a diverse community of students in kindergarten through the eighth grade. AoA’s educational program is designed to support All students’ success while continually narrowing the opportunity gap by combining a meaningful, integrated curriculum, high quality teaching, and both academic and social-emotional enrichment and supportive services that allow all children to reach and exceed their potential.

The Academy’s board and staff are committed to providing students a top educational experience where learning is embedded in meaningful real world contexts and where students are deliberately taught to see the connections between home, school, and the world through the lenses of identity, diversity, justice, and action. Students who graduate from The Academy of Alameda are academically and socially-emotionally prepared for success for the next level in and out of the classroom, and are on track to attend a four-year university. Students will also graduate possessing a social justice lens and sense of purpose that will enable them to actively participate and thrive in today’s increasingly diverse workplaces as well as in their community.

Operations Assistant Opportunity

The Operations Assistant provides administrative assistance to the Director of Finance and Director of Operations. This includes basic bookkeeping, accounts payable, banking, purchasing, and clerical/record keeping support. The Operations Assistant performs customer service functions by answering employee requests and questions. Due to the nature of this position, maintaining a high level of confidentiality is required.


Banking Support

  • Deposit in-house cash and checks to the bank account on a weekly basis, or as needed

  • Coordinate with the Director of Finance to ensure proper coding of cash and checks

  • Assist the Director of Finance with monthly revenue and receivables reconciliation

Accounts Payable Support

  • Upload mailed invoices for payment processing

  • Upload receipts from employee credit cards, assist in reconciling monthly credit card statements, follow up with staff regarding coding questions

  • Process employee reimbursements with appropriate approvals

  • Maintain an orderly accounting filing system

  • Assist the Director of Finance with providing back-up for the month-end reconciliations of certain General Ledger Accounts

  • Assist with accurate collection of W-9 tax records prior to first vendor payment

Purchasing Support

  • Obtain vendor quotes

  • Prepare purchase orders

  • Oversee staff supply requests

Human Resources Assistance

  • Assist and provide backup support for preparation of payroll

  • Manage Paychex portal and provide support to employees

  • Employee attendance accounting

  • Manage volunteers database

  • Assist with onboarding new staff

  • Compile, manage and store personnel files

  • Compile and prepare reports and documents pertaining to personnel activities

Perform other duties as assigned.

Skills and Qualifications

  • Deep belief in The Academy’s mission, vision, and values

  • Maintains employee confidence and protects AoA’s operations by keeping human resource and financial information confidential

  • Highly motivated with a willingness to learn, take initiative, work efficiently and independently

  • Willingness to give and receive feedback

  • Unwavering humility, perseverance, and kindness

  • Great organizational skills, ability to multi-task with high level of accuracy

  • Ability to learn new computer programs and data management systems

  • Demonstrates customer service skills, ability to relate effectively and tactfully with all levels of the organization

  • Strong interpersonal, verbal, multitasking, and organizational skills; exceptional attention to detail

  • Ability to work with autonomy and communicate effectively well with remote forms of communication (email, phone, Skype)

  • B.A. or B.S. preferred or 2+ years of bookkeeping/accounts payable experience

  • Experience with Quickbooks or other accounting software and online financial processing systems is a plus

  • Experience working in schools or with youth and families

  • Background clearance from the FBI and DOJ LiveScan

  • Advanced proficiency and strong working knowledge required in Microsoft Office Suite (specifically Word, Excel, Outlook, and PowerPoint), Google Suite, and Adobe Acrobat.

Compensation and Benefits

  • This is a full time, hourly position

  • Competitive pay based on education and experience

  • We offer a comprehensive benefits package

Time Commitment

  • 210-day work year (Approximately 11 months August - June)

  • 40 hour work week, scheduled hours may vary depending on organizational needs

  • Start date:  July 26, 2017, or sooner depending on availability

To Apply

Please email with the following:

  • Cover Letter describing your interest in this important position and why you are an optimal fit

  • Resume

  • 3 references with Name, Email, Phone Number, and Title/nature of working relationship

Application submission screening and initial phone interviews will be completed as positions are available. In-person interviews and performance tasks will take place on-site.  

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