Administrative Assistant Job at Green Chimneys in Village of Brewster

Overview

In close cooperation with two other Education department Administrative Assistants, the School Administrative Assistant is responsible for the daily management of the Education department office. This position provides direct clerical and administrative support for all members of the Education department Leadership Team, as well as support for all other Education department employees. The Administrative Assistant is also responsible for covering the agency switchboard as scheduled.

Responsibilities

• Provide administrative support for the Principal and Education department, including answering telephone calls, screening correspondence, monitoring accrual time for the department, managing the E-time system, typing, filing, printing, emailing, utilizing electronic databases, creating reports, mailing and other tasks as needed.
• Type requests (memos, letters, reports, schedules, department manuals, department forms, performance appraisals, job descriptions, etc.) as requested by the Education department leadership team.
• Assist Education staff and other Administrative Assistants with bus dismissal.
• Assist with departmental tasks including, but not limited to, E-time, petty cash, and scheduling.
• Provide backup for absent Administrative Assistants as requested.
• Provide coverage of the agency switchboard as required.
• Update and maintain the school class roster, distribute to staff, and send copies as needed.
• Inform Maintenance when staff terminates to deactivate their ID badge; inform switchboard operator of student and/or staff discharge or termination.
• Distribute Change of Status forms for class changes for RTC students using the distribution list; update and maintain the roster and distribute as needed.
• Utilize School Dude system to request conference room scheduling, school classes, and offices.
• Other duties as assigned.

Core Competencies

• Typing at 50 words per minute.
• Proficiency in Microsoft Office applications: Word, PowerPoint, Excel, Access, Outlook.
• Ability to plan, structure and prioritize work tasks in a logical and efficient manner within committed time frames.
• Ability to adapt to changing priorities and shift gears when required.
• Excellent verbal and written communication skills for duties of this position.
• Ability to relate to and communicate with the student population.
• Ability to make decisions based on urgency and in accordance with the agency’s policies and procedures.

Qualifications

• 5 years of secretarial experience. Candidate without prior Administrative Assistant experience may be considered if significant administrative task proficiency can be demonstrated.
• High school diploma required; Bachelor’s degree preferred.
• Compensation: $18.70-$19.80 per hour, depending on experience; generous vacation and competitive benefits. This is a 12-month position.

Employment details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Non-profit Organizations