Administrative Assistant

3 weeks ago

Livingston, United States Pillar Care Continuum Full time
Job DescriptionJob Description

REPORTS TO: Elementary School Principal

LOCATION: Livingston, NJ

Hours: 7:30am-3:30/4:00pm

SUMMARY: Performs various general office tasks and associated administrative, secretarial, and clerical functions within a school setting.

RESPONSIBILITIES:

  • Bi-lingual; must be conversational in both English and Spanish with a willingness to serve as a translator/interpreter as needed to better support families, students, and staff
  • Provides administrative and secretarial support for school administrators including answering telephones, greeting visitors, and maintaining accurate student, class, and staff lists
  • Schedules tours, intakes, and visits by school districts and parents seeking placement, scheduling all IEP meetings, and notifying staff and administrators of dates and times
  • Processes student enrollment by notifying the Finance Department of additions or changes in student placements and/or additions, deletions, or changes in personal assistants
  • Performs school-related accounting functions including ordering office and school supplies and equipment, maintaining purchase orders, processing check requests, obtaining appropriate signatures on various documents, maintaining and distributing petty cash, and maintaining general budgetary records
  • Establishes and maintains electronic student registers by receiving daily attendance reports, recording information, summarizing data every month, and reporting information to the Finance Department. Assures that 5-day notices are sent to appropriate Case Managers
  • Oversees and maintains electronic and hard copies of student information and documentation, including Emergency Cards, class lists, APA registration, transportation reports, Social Security verification forms, etc.
  • Coordinates computer internet and phone services, including the One Call System, Email Blast lists, and voice mail service. Troubleshoots problems and notifies tech support as needed
  • Communicate with parents through email and phone calls on matters pertaining to the students and the program
  • Plans and coordinates special events individually or as a member of a team
  • Coordinates transportation for field trips and community outings
  • Performs other functions as directed by supervisor or Pillar Care management

KNOWLEDGE/SKILLS/ABILITIES:

  • Strong communication: must be able to maintain a professional approach with families, and staff and remain supportive during stressful situations.
  • Able to maintain confidentiality on all aspects of student records and personnel matters within the schools.
  • Detailed knowledge of standard office procedures, practices, and equipment including computerized record-keeping and attendance systems.
  • Advanced knowledge of MS Office systems, including Word, PowerPoint, and Excel
  • Strong organizational skills with the ability to follow established procedures and work independently within routines
  • Ability to adhere to NJ Department of Education regulations and procedures, and adhere to Pillar Care policies and safety procedures

QUALIFICATIONS:

  • High school diploma including course work in administrative or business skills.
  • Bilingual; must be able to read and write and converse fluently in both English and Spanish.
  • 3+ years of increasingly responsible secretarial or administrative office experience preferably in a school setting or an equivalent combination of education and experience.
  • Reliable transportation and early arrival by 7:30 AM is required.
  • Fingerprint examination and approval and completion of all required agency training.

FSLA STATUS: Non-exempt, Hourly Wage (over-time eligible)

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