Administrative Assistant

JOB ASSIGNMENT: Beyond Boundaries Non-Traditional Education Program

ORGANIZATIONAL RELATIONSHIP: The Administrative Assistant reports directly to the Non-Traditional Education Support and Data Reporting Supervisor and in their absence to the Director of Behavioral Health Support Services.

JOB DEFINITION: The Administrative Assistant is employed to provide clerical organizational and operational support for the CSIU Beyond Boundaries non-traditional education program. This position supports special education compliance Pennsylvania Information Management System (PIMS) reporting for student and subcontracted staff data student records maintenance individual education program (IEP) documentation district invoicing procedural timelines communication with partner school districts and families and daily program operations. The Administrative Assistant is responsible for the efficient performance of assigned activities including those described below.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare reports correspondence and documentation for the program supervisor instructional staff and CSIU administrative personnel.
• Maintain accurate and confidential student records and files in compliance with Federal Education Rights Privacy Act (FERPA) and special education requirements.
• Track and monitor procedural timelines related to special education processes including IEPs evaluations Notice of Recommended Educational Placement (NOREPs) and related documentation.
• Coordinate and schedule meetings with parents/guardians school districts and outside service providers including IEP meetings team meetings and program reviews.
• Assist program staff with preparation distribution and collection of special education forms and required paperwork.
• Maintain student enrollment attendance and participation data for reporting to partner districts and CSIU.
• Serve as a primary point-of-contact for phone calls emails and general inquiries related to the Beyond Boundaries program.
• Support scheduling and coordination of related services teletherapy sessions and outside agency appointments.
• Maintain and monitor office supplies instructional materials and program inventory; submit and track supply requests and orders.
• Support the Non-Traditional Education Support and Data Reporting Supervisor with maintaining data for the PIMS (Pennsylvania Information Management System) for all Beyond Boundaries site locations including data entry verification data validation corrections and submission in accordance with the Pennsylvania Department of Education (PDE) and CSIU timelines and requirements. This includes contracted staff course and student data collections.
• Perform data entry word processing copying scanning filing and electronic document management.
• Assist with coordination of staff professional development training registrations and meeting logistics.
• Support program reporting and billing documentation as required by CSIU and partner school districts.
• Maintain program calendars staff schedules and student service schedules.
• Monitor office equipment and coordinate maintenance or technical support as needed.
• Assist in conducting and documenting safety drills emergency procedures and compliance activities.
• Support coordination of student attendance breakfast and lunch services.
• Demonstrate the ability to learn and utilize various technology platforms including student information systems shared drives and virtual meeting tools.
• Adhere to Federal State CSIU District and other applicable procedures policies and regulations.
• Maintain a professional supportive and student-centered environment.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform other duties as assigned by the immediate supervisor or their designee.

EDUCATION EXPERIENCE AND SKILLS REQUIRED:

• Minimum requirement is an Associates degree in business administration or related field and a minimum of one (1) year experience working as an administrative assistant or clerical support role in a school environment mental/behavioral health environment or related field is required. Will consider a high school diploma or equivalent General Education Diploma (GED and a minimum of six (6) years work experience as an administrative assistant or clerical support role in a school environment mental/behavioral health environment or related field.
• Experience with data management/data entry is preferred.
• Computer experience with Microsoft Word Excel Outlook data entry email and experience managing file sharing with Google Drive.
• Proficiency in utilizing vetted artificial intelligence (AI) is preferred. The ability to enhance AI skills will be required.
• Adept at using virtual meeting platforms such as Zoom and Microsoft Teams.
• Proficient experience with general office procedures and ability to operate standard office equipment is required.
• Excellent keyboarding skills and the ability to type accurately for entering data and statistical reports required. This requires concentration and attention to detail to ensure correct data.
• Excellent organizational and time management skills with the ability to prioritize tasks and manage multiple deadlines.
• Ability to communicate verbally and in writing and to establish and maintain positive working relationships with staff school districts and families.
• Ability to work independently with minimal supervision in a responsible and professional manner.
• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
• Ability to work independently with minimal supervision in a responsible and professional manner.
• Maintain confidentiality regarding education programs students and parents at all times adhering to the Federal Educational Rights and Privacy Act (FERPA) requirements to protect staff and student data.
• Flexibility in adapting to the clerical and operational needs of a non-traditional education environment.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Training in CPR and First Aid is required and subject to recertification.
• Complete professional development opportunities as recommended by the immediate supervisor or required of the position.
• Participate in workshops and seminars to increase knowledge of education special education compliance and best practices.
• In accordance with PA Chapter 14.133 staff will participate in training regarding behavior prevention de-escalation and/or safe physical management techniques.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current approved Act 34 (PA State Police) Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PHYSICAL REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time at a desk and working on computer occasional walking standing (as necessary) and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard calculator) eye-hand coordination office equipment etc.).
• Audio-Visual Requirements: Within normal range with or without correction.
• Is able to move throughout all buildings floors and grounds.
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations ability to remain calm and productive during stressful situations. Demonstrates independent judgment discretion and is able to manage multiple projects and deadlines.
• The ability to work in a constant state of alertness and in a safe manner.
• Must be able to travel to work site locations and required meetings as needed.

TIME AND SITE REQUIREMENTS:

• This is a full time non-exempt position working 37.5 hours per week 260 days per year. Additional working hours must be pre-approved by the immediate supervisor.
• Occasional travel to seminars and trainings may be required.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

• All property including intellectual property materials equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
• The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
• The person employed in this position must adhere to all requirements identified in the code of professionalism entitled Ambassadors Are Professionals Too and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the Director of Human Resources of the need for any accommodations that may be required.

Required Experience:

Junior IC