Administrative Assistant

Overview:
Join our amazing team in Windham Central Supervisory Union as an Administrative Assistant to the Curriculum and Instruction team as well as share in the front office duties of welcoming people to our office You will play a vital role in supporting our office operations. We are seeking a detail-oriented individual with excellent organizational skills to handle administrative tasks and provide exceptional customer service. The benefits are an added feature to this position with excellent health/dental benefits, options for a health saving account with large employer contribution as well as generous sick, personal and vacation time.

**WINDHAM CENTRAL SUPERVISORY UNION JOB DESCRIPTION**

**JOB TITLE**: Administrative Assistant (Curriculum and Instruction/Reception) (AACIR)

**REPORTS TO** Director of Curriculum & Instruction (DOC)/Director of Finance (DOF)

**APPROVED BY**: Superintendent of Schools

**UPDATED**: 3/2024

**FLSA STATUS**: Non-Exempt

**POSITION OBJECTIVES**: This shared position reports to the Director of Curriculum & Instruction (DOC) and the Director of Finance (DOF) for the below-mentioned duties. Flexibility in the AACIR’s schedule will be required.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
The core responsibilities for this position include working with the DOC to support the major functions of the C&I office. Purchasing and Grant compliance will also be part of the core duties. This position will also share in the rotation of front desk reception. All responsibilities of the AACIR are with support from and in coordination with the Directors. Essential skills for this position include strong and positive communication skills, basic technology skills, a high level of organization, the ability to work independently, and a desire to learn and take on new tasks and responsibilities. This position requires that the information about all students, personnel, and data be kept confidential at all times. This shared position requires flexibility, a growth mindset, and a positive attitude

ADMINISTRATIVE ASSISTANT FOR THE CURRICULUM AND INSTRUCTION OFFICE
- Manage communication with staff on behalf of C&I office
- Organization of system (handbook, letters, stipend agreements, documentation, etc.)
- Budget Management, communication with the business office
- Contracts secured with facilitators, following grant procedures
- Communication - teachers, school staff, consultants
- Organization of all event planning (with support from C&I)
- Materials order and preparation
- Agenda preparation & Minute taking, as appropriate
- Updating C&I website
- Copying, printing, projects, etc.
- Document Creation (letters, certificates, etc.)
- Spreadsheets to manage data and information
- Creating and managing an electronic system for archived data
- Invoicing, Purchase Orders, and reconciliation of orders
- Complete special projects as requested
- Support Academic Support Team teachers, as requested
- Post job openings on School Spring and other sites
- Organize the process for hiring (scheduling, communication, etc.)
- Procurement for all purchases through Federal, State, and Local Grants
- Invoicing, Purchase Orders, and reconciliation of orders
- Collection of evidence for CFP and completion of annual reporting (coordinated effort with DOC)
- Manage correspondence with Independent Schools / Equitable Services
- Communication with consultants, administrators, participants, etc.
- Collection of Federal Time Documentation
- Adhering to grant timelines and reporting requirements
- Grant writing when applicable
- Review new grant opportunities for cost/reward analysis
- Work with Data Specialist on Data Gathering for Reporting
- Student data collection

**Reception Duties As Part of the Rotation**
- Effectively operates the central office switchboard and answers incoming calls on the main default line; greets, screens and assists callers; redirects callers as necessary; takes and delivers messages indicating date and time of call, caller's name, return phone number, and reason for call.
- Greets and assists visitors and guests of the central office. Notifies appropriate staff member of visitor(s) and routes visitor to appropriate staff member if available. Re-routes/re-directs visitors if a staff member is not available, or takes a detailed message.
- Provides directions and standard information to callers or visitors upon request including forms, brochures, copies of policies and procedures, board agendas, and other public documents/information.
- Maintains general knowledge and understanding of other departments within the WCSU to effectively answer basic questions; to properly and efficiently direct callers and visitors; and to provide effective clerical support to other offices within the WCSU.
- Distributes and/or collects forms, correspondences and other materials as requested by the Executive Assistant to the Superintendent.
- Orders and stocks appropriate levels of office supplies and material