R 3034 Administrative Assistant for Payroll and Student Services Support

TITLE: Administrative Assistant for Payroll and Student Services Support

QUALIFICATIONS:

Experience:

1. Associates degree or (2) two years of college courses. Two (2) additional years of similar or relevant experience may be substitutedfor this requirement.

1. Five years prior administrative assistant experience. Experienceworking in a school system preferred.

1. Such alternatives to the above as the Executive Director may findappropriate and acceptable.

Knowledge of

1. Municipal business practices including requisitionsencumbrances and accounts payable.
2. State and federal guidelines and grants.
3. Computers all office machines office practices and procedures.
4. Record keeping systems including student management systems andtheir application to various uses.
5. MUNIS financial system preferred.

Ability to:

1. Operate office machines including computers and accompanying software packages (Google Education Suite and Microsoft Office).
2. Make frequent contact with employees vendors and the generalpublic with courtesy patience discretion and tact.
3. Communicate professionally and courteously with stakeholdersincluding those whose emotions may be escalated
4. Effectively communicate both orally and in writing
5. Prioritize and perform work independently in accordance with SchoolDepartment policies and procedures.
6. Develop constructive working relationships and communicateappropriately and effectively with School/Town employees officialsand the general public
7. Learn new skills including software packages.
8. Plan organize and complete work in a timely fashion.
9. Implement emergency procedures when and if the need arises based onestablished office policy.

REPORTS TO: Executive Director of SEL and Student Services

JOB GOAL: Perform administrative and financial support for the Executive Director of SEL and Student Services. Process school department payroll andpersonnel action forms for School Administration Building employees andstaff not otherwise accounted for through other cost centers.

PERFORMANCE RESPONSIBILITIES:

1. Take initiative in performance of work responsibilities and be able tocomplete assignments with a minimum of supervision.
2. Prepare all purchase orders process invoices and monitor line itembudget for the Executive Director of SEL and Student Services Director of the Family and Community Engagement Center and Director of Health Services.
3. Assist Executive Director as well as the Director of FCEC and Director of Health Services in obtaining information related to budget needs.
4. Process school department payroll and personnel action forms forSchool Administration Building employees and staff not otherwise accounted for through other cost centers.
5. Process timesheets for tutors and other hourly staff through StudentServices for submission to the payroll department on a bi-weekly basis.
6. Reviews school department timesheets from school sites for accuracybefore processing by payroll department.
7. Completes pay history transfers when necessary.
8. Maintain attendance records for all central office personnel.
9. Coordinate the processing of personnel action forms for newemployees.
10. Process all CORI requests for the district. Maintain a database ofvolunteers subs and coaching staff. Send monthly renewal notifications.
11. Assist the Executive Director and Superintendent with processing andtracking out of district school choice requests.
12. Monitor withdrawal data when students unenroll.
13. Prepare correspondence reports and other materials of a generalconfidential and technical nature including correspondence for the Executive Director of SEL and Student Services.
14. Learn special education finance job functions to serve as back-up forAdministrative Assistant for Special Education Finances and Medicaid and provide assistance as necessary.
15. Arrange and confirm appointments and meetings for the ExecutiveDirector.
16. Organize and coordinate workshops and conferences hosted by theExecutive Director.
17. Perform any duties or responsibilities in keeping with the scope of thisposition as assigned by the Executive Director of SEL and Student Services.

TERMS OF EMPLOYMENT:

This is a non-affiliated 40 hour per week (8 hours per day ½ hour unpaid lunch) 12 month position.

PHYSICAL REQUIREMENTS:

Typical office conditions: sitting bending stooping filing occasional lifting of up to 25 pounds of office supplies/files. Close vision at or correctable to normal range.

EVALUATION:

Performance of this position will be evaluated yearly by the Executive Director of SEL and Student Services in accordance with the School Committee policy for evaluation of classified staff.

Posted until filled