Administrative Assistant for Central Office

JOB DESCRIPTION POSITION: Administrative Assistant for Central Office REPORTS TO: Executive Director ACCOUNTABILITY OBJECTIVE: The administrative assistant is an energetic and flexible employee who is eager to work in our therapeutic day school with a high needs population of students ages 5 to 22. This position is accountable for performing routine office duties through care, organization, accuracy in detail, resourcefulness, personal pride and sound judgment consistent with the rules and regulations of the Central Massachusetts Collaborative. PRIMARY RESPONSIBILITIES: Human Resource Coordination Track open positions, support administrators in refining job descriptions and manage postings on online platforms. Coordinate and schedule interviews with candidates selected for interview by administrators and/or search committees. Assemble hiring packets support the hiring process. Ensure employee emergency contact information is reviewed and updated annually. Assist in completing reports utilizing a variety of data sources including but not limited to the formulation of MA DESE reports for SIMS, EPIMS, SCS, Directory Administration, utilizing administrative software, Security Portal, ELAR, and grants. Acquire SASIDs for students and MEPIDs for newly hired staff. Process and track employee attendance records and timesheets in both electronic and paper formats. Process and track vacation and sick time accruals. Coordinate and track state mandated fingerprinting process of employees. Coordinate and track mandatory training such as state mandated ethics training of employees. Support front desk operations as needed and perform other job-related duties as assigned by the administration. Data Specialist Duties Enter, maintain, and assure all database information is accurate and up to date. Duties included but not limited to: Maintain SIS (iPass). Create and maintain user accounts. Reset passwords. Resolve user issues. Run reports, review, analyze and evaluate results to ensure validity and reliability of data. Assist the IT department in maintaining accurate inventory including but not limited to software databases and contract renewals. Support badge needs: Creates new badges when a staff member is onboarded. Assigns roles to staff member badges. Take staff photo and maintain photo SIS. Assist staff with broken or lost badges. Maintain inventory of badge consumables. REQUIRED QUALIFICATIONS: Knowledge of clerical and administrative procedures, including common business principles, and proven experience in producing accurate documents and correspondence. Exceptional computer skills with relevant, web-based and software applications including advanced knowledge of Microsoft Office, Google (shared docs), etc. Strong organizational skills and proven ability to set up paper and digital filing systems, maintain company records and manage daily operations. Excellent interpersonal skills and the ability to deal with people in a professional manner in all situations. Impeccable record in maintaining sensitive material and confidentiality of employees, students and financial information. Ability to take initiative and maintain high quality work and productivity, while managing multiple tasks, deadlines and interruptions with the utmost attention to detail. Comfortable when working with tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice. Ability to make sound judgments and decisions aligned with school regulations and philosophy and promote a positive school climate. Ability to reach, grasp and handle objects using upper extremities and able to lift and to carry objects and or equipment, up to 45 lbs. WORK YEAR: Full year, 260 days (183 pupil days, 77 non-pupil days) WORK HOURS: 8.0 hours per day SALARY: Commensurate with experience.