Administrative Assistant, School Program

$33,426 - $36,670/Yr

Holy Childhood - Rochester, NY

Full-time - Entry Level

Rochester, NY

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Administrative Assistant for the School Program provides essential support to the Director and Assistant Director, ensuring smooth operations within the school environment. This role involves a variety of administrative tasks, including managing communications, maintaining records, and assisting with staff recruitment and student attendance. The position is crucial for facilitating the referral process and managing various school management systems.

Responsibilities

• Answer routine questions and direct non-routine questions to the appropriate employee.
• Serve as backup for switchboard and forward calls and messages as needed.
• Assist Director and Assistant Director with staff recruitment.
• Compile and distribute monthly reports for related services for Medicaid billing.
• Maintain student and staff attendance.
• Facilitate school program referral process and maintain database.
• Complete school schedule utilizing school management system.
• Manage revisions to Blackboard and School Tool management systems.
• Responsible for program filing and record retention.
• Assist with mailing to student families at various times of the year.
• Assist full-time School Administrative Assistant with other school support responsibilities.
• Responsible for administrative function of related services contracts including sending letters and following up to submit billing.
• Work with Human Resources on professional certifications and licenses.
• Work closely with the Director on the day-to-day activities of the program.
• Compose routine letters; type correspondence and memoranda.
• Review correspondence/reports prepared by others for the Supervisor's signature for procedural and typographical accuracy.
• Assist with fire drill records.
• Assist with other clerical/secretarial/administrative tasks of comparable nature and difficulty as may be requested by the Director.
• Establish and maintain Clinic records for students.
• Obtain information as necessary from files of former students.
• Assist with annual Committee on Special Education packets.

Requirements

• Minimum of a high school degree with four years business or similar office experience.
• Ability to interact with the public and employees in a professional, respectful, confidential, and helpful way.
• Excellent interpersonal skills, oral and written communication skills, and ability to follow directions and exercise good judgment.
• Knowledge of word processing software.
• Ability to demonstrate and provide examples of continuous personal development and improvement.
• Consumer-focused attitude, problem-solving skills, strong organizational skills, and ability to effectively manage multiple tasks/projects.

Nice-to-haves

• Customer service experience (1 year preferred)

Benefits

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance