PURPOSE: The Part-Time Administrative Assistant supports the primary Administrative Assistant and the Education Department by performing designated clerical, organizational, and communication tasks. This role focuses on ensuring efficiency in daily operations, accurate record-keeping, and timely coordination while maintaining confidentiality and professionalism. FUNCTIONS AND RESPONSIBILITIES:

1. Clerical and Administrative Support

Outcome: Efficient processing and organization of records, seamless communication, and consistent follow-up on essential tasks. ·Track, submit, and follow up on purchase orders (POs) to ensure timely processing.

·Manage petty cash as needed, maintaining accurate records and ensuring accountability.

·Email monthly attendance letters to districts in a timely manner.

·Assist in the collection, review, and organization of roll books on a monthly basis.

·Organize and maintain the Emergency Drill Binder and associated documentation, ensuring accessibility during reviews or emergencies.

·Maintain and update spreadsheets for district/transportation distribution lists, ensuring accuracy and reliability.

·Monitor, update, and archive records related to Title 1 and SSI paperwork submissions to districts.

·Perform additional clerical tasks as requested by the Chief of Education 2. Communication and Coordination

Outcome: Clear, responsive communication that supports staff, district, and stakeholder needs efficiently. Accurate and timely scheduling, efficient management of meeting logistics, and smooth coordination of operational needs.

·Act as the secondary phone contact for teachers, clinicians, district personnel, CSEs, and outside callers, ensuring inquiries are handled professionally and promptly.

·Coordinate responses to departmental needs and maintain consistent communication with stakeholders.

·Answer phone calls, respond to emails, and manage general inquiries with a professional demeanor.

·Schedule and send calendar invites for meetings and internal program spaces as requested, ensuring proper documentation.

·Maintain spreadsheets to track meeting schedules and CSE packet submissions, ensuring data integrity.

·Assist in organizing training sessions, workshops, and professional development activities, providing logistical and clerical support.

·Serve as a liaison by managing daily school lunch orders to DNA and coordinating accurate submissions. 3. Data Management, Reporting, and Compliance

Outcome: Ensure accurate, timely, and organized management of staff, student, and compliance data, enabling seamless communication, reporting, and adherence to regulatory deadlines. Maintain confidentiality and efficient digital systems to support departmental operations and decision-making.

·Assist in tracking daily staff callouts, retrieve messages, and send callout emails to administration to ensure accurate attendance reporting.

·Maintain strict confidentiality in handling sensitive student and personnel information, adhering to all legal and organizational guidelines.

·Run and update attendance reports, identify missing records, and follow up with teachers to ensure compliance with attendance requirements.

·Scan, upload, and maintain organized digital documentation to ensure quick retrieval and reduced physical storage needs.

·Manage and update contact spreadsheets for districts and bussing, ensuring the most up-to-date information is available for operational use. QUALIFICATIONS:

·High school diploma required; experience in administrative or clerical roles preferred.

·Prior experience in an educational setting a plus.

·Proficiency in Microsoft Office Suite and familiarity with database systems.

·Strong organizational and multitasking skills.

·Excellent communication and follow-up abilities.

·Ability to maintain confidentiality and professionalism in handling sensitive information. CORE COMPETENCIES: The following reflects The Center for Discovery and New York States Core Competencies standard for the day-to-day practice of supporting people with developmental disabilities (see appendix).

Putting People First – Supports a person’s unique capacities, personality and potential Builds and Maintains Positive Relationships/Teamwork/Communication – Creates meaningful communication and balances team and individual responsibility Demonstrates Professionalism/Cultural Sensitivity – Develop professional relationships; demonstrates professional behavior; exhibits equity, inclusion, unity, and respect

Supports Good Health – Promotes positive behavior and supports health and wellness (Food philosophy, diet and exercise) Adaptability – Modifies competing demands and changes in the work environment as needed PHYSICAL DEMANDS:

Office-based role primarily involving sedentary work, including sitting at a desk or workstation for extended periods. Regular use of computer, keyboard, and other office equipment for data entry, document creation, and communication purposes. Occasional standing and walking within the office environment to collaborate with colleagues, attend meetings, or deliver training sessions. May require occasional travel to attend trainings. Use of standard office tools and equipment, such as telephones, printers, and photocopy machines, as needed for day-to-day tasks. Regular use of visual acuity, including reading documents, reviewing resumes, and analyzing training materials. Ability to engage in verbal communication, initial candidate assessments, delivering training presentations, and facilitating discussions.

Donning of Personal Protective Equipment, including use of N95 masks, as needed WORK ENVIRONMENT:

·Fast-paced and dynamic work environment focused on recruitment and training support.

·Collaborative and team-oriented atmosphere.

·High level of interaction with candidates, new hires, and employees, providing support and guidance throughout the recruitment and training process.

·Deadline-driven environment with a focus on meeting recruitment targets and ensuring timely training program delivery.

·Innovative and forward-thinking approach, exploring new recruitment strategies and training methodologies to attract and develop top talent.

·Professional and respectful work environment, promoting diversity, equity, and inclusion in recruitment and training practices.

·Multitasking and juggling multiple projects simultaneously, balancing office management efforts with training support responsibilities.

·Emphasis on continuous improvement and learning.

·Use of technology and recruitment tools to streamline processes and enhance efficiency.

·Results-oriented environment, focusing on achieving recruitment and training objectives while ensuring a positive candidate and employee experience.