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Administrative Assistant Early Childhood Program Supports - Watertown, NY

POSITION TYPE/EXPECTED HOURS OF WORK - Monday – Friday 40 Hours a week. Flexible to the needs of the agency.

 

QUALIFICATIONS - Associate’s Degree in Office Technologies or related field required. 1-3 years of clerical experience preferred. Strong organizational, computer, and customer service skills.    Must be authorized to work in the United States and pass all background clearances.

 

SUMMARY/OBJECTIVE - Acts as an Administrative Assistant to the Director of the program. Responsible for accurate typing of program documents to include correspondence to parents, schools, doctors, and county for all Special Education Evaluations. Responsible for maintaining program records. Responsible for the management of clerical daily duties associated with the Day Care, Universal Pre-K, Preschool Special Education and Early Intervention Programs. Provide support to the Director of Children’s Program in administrative capacity as requested.

 

ESSENTIAL FUNCTIONS – Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

  1. Responsible for the edits of the ADP time system on a weekly basis.
  2. Tracking of all training as required by OCFS, SED, UPK, and/or other entity that JRC/Bright Beginnings contracts with.
  3. Maintain an updated and accurate staffing roster.
  4. Ensure EPStaff Check Results are forwarded to the County in a timely manner.
  5. Responsible for inputting various data in the information management system with emphasis on accuracy and timeliness.
  6. Review NYEIS reports for clerical accuracy.
  7. Distribute monthly phone bills to staff, collect monies and forward to the accounting department.
  8. Type general correspondence, meetings, and letters for all students at the Bright Beginnings Early Learning Center (day care, UPK, and Special education.
  9. Process daycare and universal prekindergarten registration paperwork.
  10. Collect required documents monthly from staff. 
  11. Responsible for the mailing of the evaluations to Jefferson County and parents for Early Intervention referrals. Mailing of evaluations for the 3-5 Program to Jefferson County, parents and referring school district within the time frame set by these programs.
  12. Responsible for organizing and maintaining the children’s Early Intervention, 3-5 Related, Center   Based and Day Care Program files: 
  13. Set up new files.
  14. Close out files as needed.
  15. Update  file  Organizational Sheet  per Supervisor’s approval.
  16. Purge the files and place items in the second file (annually).
  17. Make file updates, case file Emergency Contact forms, Face Sheets, physicals and immunization paperwork.
  18. Responsible for security of file cabinets and file sign out policy is adhered to by staff.
  19. File on a daily basis.
  20. Generate letters to Day Care Program parents as needed.
  21. Generate weekly Day Care Program’s Sign In/Out sheets.   
  22. Responsible to collect day care program tuition monies: 
  23. Receipts payment to parent.
  24. Ensures payment is delivered to Accounting.
  25. Generates notification to parents of past due amounts.
  26. Advises Director of accounts in need of additional follow-up.
  27. Generate annual tax notifications for tuition families.
  28. Coordinates with Accounting for payroll deduction. 
  29. Provide coverage of the front desk as needed.

 

COMPETENCIES –

  • Excellent computer software skills
  • Time Management
  • Organizational skills
  • Friendly customer service skills
  • Ability to multi-task

 

TRAVEL - Minimal travel is required between counties for various meetings. 

 

WORK ENVIRONMENT - The position operates out of the Bright Beginnings Early Learning Center and may require lifting of children, playing with students on the floor or outside.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms and lifting.

 

OTHER DUTIES – This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

 

The Arc Jefferson St. Lawrence is an Equal Opportunity Employer: Disabled/Veteran

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