Administrative Assistant - Pittaway School

Position Summary:

The job of the Pittaway Administrative Assistant provides general clerical support as well as centralizing responsibility for enrolling students into the Ashland Public Schools PreK program.

Ashland Public Schools is seeking a highly motivated and organized Administrative Assistant to support the Ashland Preschool program at the Pittaway School.

The ideal candidate is enthusiastic about working with young children and enjoys building positive relationships with families and staff in an early childhood education setting.

This position plays a key role in creating a welcoming supportive and efficient front office environment helping to ensure a smooth and positive start for students and families as they begin their journey in Ashland Public Schools.

Qualifications:

1. An Associates or Bachelors Degree is preferred
2. Prior experience as an administrative assistant and working in a school setting is preferred.
3. Must have organizational systems and be detail-oriented.
4. Knowledge of computer usage and modern office practices including use of Google Suite (Docs Spreadsheets Slides Calendars. Knowledge of iPass Frontline MUNIS ProCare Accounting Software and Raptor preferred.)
5. Ability to communicate clearly and concisely in verbal and written form. Establish cooperative relationships in a calm and tactful manner.
6. Effectively carry out oral and written directions
7. Neat professional appearance excellent customer service skills
8. The capability to plan create and complete original work with little guidance or supervision.
9. Ability to speak another language besides English preferred (Preferably Portuguese and/or Spanish)

Duties:

1. This position is multi-faceted and involves providing customer service managing data systems and other administrative duties.
2. Ability to communicate interact and work effectively with all people including those from diverse ethnic cultural linguistic and educational backgrounds.
3. Duties include but are not limited to providing customer service over the phone in person and by email to prospective families currently enrolled families and community members. Conducts PreK registration interviews maintains and updates address change requests including verifying required documentation and data maintains shared document distribution and tracks new PreK enrollments.
4. Enrolls new students and obtains verifies and transmits student records such as immunization records and general student data in a confidential manner.
5. Completes data entry for all new student enrollment records in the school districts Student Information System database.
6. Security: Helps to maintain a secure building by checking in visitors.
7. Manages daily substitute teacher coverage. Checks staff absences and contacts substitute teachers to find coverage.
8. Purchasing: Places requisitions for all supplies prints purchase orders and places orders.
9. Manages Billing: Bills tuition-paying parents and tracks payments charging late fees sending statements and following up on non-payments. Enters daily payments and reconciles amounts.
10. Scheduling: Updating calendar events on the Pittaway web calendar and APS Master calendar and daily scheduling of the Director and Early Childhood Coordinator.
11. Daily Student Attendance: Enters daily absences tardies and dismissals in Ipass for students.
12. Communication: Communicates upcoming events in the PreK for the parent newsletter and staff newsletter to the Director. Sends friendly reminders to parents with upcoming due dates regarding billing.
13. Operate and maintain the districts Professional Development site by entering all workshops/sessions and maintaining accurate teacher registration information.
14. Attends meeting/training(s) as assigned (e.g. workshops iPass training in-services) for the purpose of conveying and/or gathering information required to perform functions.
15. Maintain confidentiality per FERPA.
16. Assists in other areas as assigned by the supervisor.

Physical Demands and Working Conditions:

Must have the ability to stand for extended lengths of time. Possible lifting and carrying up to 25 pounds bending walking climbing stairs kneeling stretching reaching overhead and stooping. Requires eye-hand coordination and manual dexterity. Requires normal hearing and eyesight to allow for interaction and communication with children teachers and parents Generally the job requires more than 50% sitting.

Terms of Employment:

42-week position in alignment with negotiated contract. Paid holidays sick days vacation days and benefits are available. Hourly summer hours can be expected for registration and billing. To be negotiated.

Ashland values diversity and is committed to diversifying our professional staff. We strongly encourage candidates of varied backgrounds including persons of color persons with disabilities and others to apply.