This Position is listed as "OPEN UNTIL FILLED"

Start as Soon as Possbile

Title:                                Administrative Assistant - Early Intervention

Department:                    Regional Early Learning Hub

Classification:                   Classified

Supervised by:                  Program Director or Superintendent

Work Year:                         Assigned by Superintendent

Position Purpose:

To provide record keeping, clerical support and assistance in the efficient and effective operation of the Early Intervention/Early Childhood Special Education Program.  

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Five years job related experience or a graduate of a recognized school of secretarial skills required.
• Associate Degree or other post-secondary education and/or training in a related field.
• Bilingual in English/Spanish is preferred.

Licenses, Certifications, Bonding, and/or Testing Required:

• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• First Aide Card
• Successfully pass district background screening

Knowledge, Skills and Abilities:

1. Provides professional skills in e-mail, word processing and spreadsheet applications for the purpose of relaying information to appropriate parties.
2. Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
3. Knowledge of department specific program areas including policies and procedures.
4. Collaborates with department director/coworkers to design and produce program specific documents.
5. Makes independent decisions within limits of agency policies and procedures in the absence of a supervisor.
6. Performs work with accuracy, thoroughness and dependability.
7. Demonstrates understanding of job requirements.
8. Demonstrates the ability to learn and perform under changes in work or working conditions.
9. Can be counted on to follow instructions and works well with a minimum of supervision.
10. Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
11. Effectively communicates with others in an appropriate manner.

Essential Job Functions:

1. Assists with administration and regulation of department’s budgets. Monitor revenue, expenditures, and reconcile year-end balances.
2. Oversee and manage CGESD Medicaid Billing
3. Provides assistance and follow through to questions and inquiries; when necessary, directs questions and concerns to appropriate ESD staff.
4. Assists department staff in meeting agency system requirements (travel, reimbursements, payroll, etc.).
5. Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
6. Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
7. Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
8. Completes and submits referrals/reports/plans as required by program area.
9. Maintains database/lists in accordance with agency and/or program needs as appropriate.
10. Perform other related duties, as assigned, to support the success of the agency.
11. Demonstrate professional character in all job responsibilities. Display courteous, polite disposition, exercising tact and diplomacy. Maintain confidentiality in reference to staff, boards and in all aspects of operation of the Early Learning and Parenting Hubs.
12. Provide assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate staff, board members and/or community partners.
13. Complete and process department purchase orders.  Verify receipt of purchases and direct merchandise to appropriate programs. 
14. In Department Director’s absence, make independent decisions within limits of agency and hub policies and procedures regarding department matters.
15. Assists department staff in meeting agency system requirements for travel, reimbursements, etc.
16. Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
17. Provide professional skills in e-mail, word processing, spreadsheet applications, verbal communication, and written composition for the purpose of relaying information to appropriate parties.
18. Maintain a regular filing system (electronic and paper) and department inventories.
19. Demonstrate flexibility and adaptability to acquiring new tasks and learning new skills.
20. Perform other related duties, as assigned, to support the success of the agency.