Job Listing

ADMINISTRATIVE ASSISTANT

ELLENVILLE, NY

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Category:

FULL TIME

Status:

POSSIBLE TEMP TO PERM

Type of Business

EDUCATION

Job Qualifications:

Schedule and Pay:

  • Hours:  Monday-Friday, 8am-4pm
  • Pay: To Be Determined
  • Temp, Possible Temp to Perm for good fit
  • Location: Ellenville, NY

Job Description:

Essential Functions:

  • Type, format, print and/or post Staff Handbook and additional handbooks in Google Classrooms.
  • Prepare start up materials at the beginning of the school year and summer school.
  • Type quarterly progress reports and prepare for distribution to parents, counties and school districts.
  • Type annual review reports and prepare for distribution.
  • Prepare materials for monthly staff meeting.
  • Provide administrative assistant support.
  • Track all student’s  Individual Education Plans (IEPs) on line and communicate with districts via phone/correspondence.
  • Copy and distribute IEP’s to classes/department heads as needed.
  • Track incoming (center and community-based) student’s forms, prescriptions and distribute.
  • Maintain current and past education and central files.
  • Maintain student data and keep current.
  • Posts mail daily; maintain postage machine (funds, supplies).
  • Open and distribute mail for Program Coordinator.
  • Answer incoming telephone calls; determine purpose of callers and forward calls to appropriate personnel staff or department.
  • Answer questions about organization and provide callers with address, directions and other information.
  • Welcome on-site visitors, determine nature of business and announce visitors to appropriate staff.
  • Monitor visitor’s access and security system.
  • Receive and record deliveries, unpack cartons/envelopes checking against P.O. and distribute to proper staff.
  • Collect monthly billing records of community based staff.
  • Make telephone calls as appropriate.
  • Perform other clerical duties including sending/checking e-mail and faxes, and mailing/securing checks for UPS packages.
  • Create monthly attendance/school nutrition attendance forms.
  • Perform daily copying for educational department including team meeting notes and educational needs.
  • Maintain production of bi-weekly center and community-based timesheets.
  • Maintain copy machine and order copier supplies
  • Order non-educational and/or special order supplies for staff.
  • Assist new subs/staff and see all necessary employment forms are complete.
  • Maintain a safe working environment. Comply and assist with COVID19 policies and procedures including cleaning, sanitizing, and disinfecting surfaces and equipment.
  • Adhere to policies in the Staff Handbook and Human Resource Manual and other handbooks pertinent to the functioning of the job.
  • Demonstrates familiarity with and adheres to State and Federal regulations and policies (i.e. SED, Medicaid, Office of Families and Children Services (OFCS).
  • Complete designated follow-ups.
  • Attend required meetings.
  • Demonstrates a positive attitude and a can-do spirit.
  • Contribute to productive functioning of the school.
  • Assist in classrooms/kitchen when needed
  • Oversees proper operation and maintenance of telephone system.
  • Runs errands.
  • Maintain appearance of reception area.
  • Meet with support staff as needed.
  • Complete any additional required paperwork.

Educational Requirements:

  • A minimum of a High School Diploma plus five years previous secretarial experience or business degree.
  • Must be very computer/tech savvy with experience working in a fast paced, busy office environment.
  • Knowledge of Microsoft products, Google Suite products and Excel, Word, and Office Outlook.

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ADMINISTRATIVE ASSISTANT
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