Job Description

The Operations Assistant supports the Chief Operating Officer (COO) in ensuring the smooth and compliant operation of the school. This position provides administrative and operational support across multiple functions, including finance, compliance, reporting, human resources, facilities, and communications. The Operations Assistant plays a critical role in maintaining accurate records, meeting deadlines, and supporting staff, partners, and leadership to ensure the school remains a safe, welcoming, and effective learning environment.

General Operational Duties

• Process Accounts Payable and Accounts Receivable in coordination with MLC Back Office.
• Assist with vendor files including maintenance of contracts, certifications, and insurances.
• Prepare documentation and organize records for the annual independent audit and LAUSD oversight and monitoring reviews.
• Prepare and submit recurring operational reports such as Sales Use Tax, SMAA, LEA BOP, CYBHI documentation, and e-rate.
• Support reporting compliance for the school meal program, including SNP and CACFP requirements, and assist with the RFP process for food service vendors in alignment with CDE and USDA guidelines.
• Support planning, distribution, and data collection of annual surveys for staff, students, and families.
• Support front office staff and the Operations Manager in processing volunteer applications, maintaining logs, and organizing records for compliance.
• Assist with procurement processes, including ordering supplies/equipment and maintaining purchasing records.
• Track and maintain operational data systems (e.g., compliance calendars, enrollment, and facilities work orders) to ensure deadlines and tasks are completed.
• Provide support as needed to School Leadership with meetings, events, communications, facilities, and front office operations.

Grant Funded Programs

• Maintain regular communication with STOP Grant and MHSP Grant school partners and service providers.
• Coordinate logistics for meetings, trainings, and events for grant programs including STOP and MHSP. • Support the recruitment, onboarding, placement and employment of MHSP interns and School Based Therapists (SBTs).
• Monitor and track grant compliance requirements by reminding partners and interns/SBTs to submit required documentation (e.g., monthly service logs, threat assessments, and other reports) in a timely manner.
• Support execution and documentation of vendor contracts and clearances related to grant funded programs.

Qualifications

Job Requirements:

• Bachelor’s degree Knowledge & Skills
• Strong organizational skills with ability to manage multiple priorities, meet deadlines, and maintain accurate records.
• Familiarity with basic accounting, accounts payable/receivable, and financial reporting.
• Knowledge of compliance and reporting requirements for schools, grants, or state/federal programs preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Comfortable learning and using databases and tracking systems (e.g., compliance calendars, student information systems). - Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Professional Attributes

• Detail-oriented with strong problem-solving skills.
• Reliable, proactive, and able to work both independently and collaboratively.
• Customer service–oriented with the ability to support staff, families, and external partners in a professional manner.
• Flexibility to adapt to changing priorities and needs in a fast-paced school environment.

Schedule

• Approximately 25 hours per week
• Flexible schedule options (e.g., 5 hours/day, 5 days per week; 3 days at 8 hours; or 4 days at 6 hours)
• Morning availability required
• Additional hours may be available to support front office coverage or school events

Other Requirements

• Must successfully pass a background check and TB clearance.
• Bilingual (English/Spanish)

Additional Information

All your information will be kept confidential according to EEO guidelines.