Administrative Assistant

General Summary:  Assists and works closely with the school's administration in a supportive roll particularly in Human Resources, Student Records, Facility, and Front Desk departments, while tending to special projects for the Executive Director. Cross training of duties in this position is essential to the continuity of the operations of the school. This position requires one to think strategically, to anticipate trends and future needs. Exceptional planning skills are required to meet the short and long-term goals.  Strict adherence to employee, learner, and parental confidentiality is essential to this position. 

Supervised by:  Executive and Junior Executive Directors

Principal Duties and Responsibilities

HR Support:

1. Assist HR with onboarding and offboarding of employees (e.g., FOB assignment, issuing parking permits, creating ID badges, generating IT username and passwords, etc.), term access to CLC server, email, etc.
2. *Assists in Fire Safety Training – new hires and annually, tracks same
3. *Ability to file a worker’s comp claim and track status of claim
4. Manages staff directory updates and related updates to emergency notification systems (Send Hub)
5. * Assists in scheduling of pre-service staff trainings and securing agreements
6. Prepares annual school and adult life skills calendars-works closely with Executive Director on final calendars. Updates online calendar with new closures, early dismissals, etc.

Facility, Fleet, IT and Equipment Management Support:

1. *Assists in facility inspections, maintenance, and related agreements, repairs, and upgrades as listed but not limited to:
   1. Fire Alarm and inspection
   2. Sprinkler alarm and inspections
   3. Burglar alarm and inspections
   4. Security cameras
   5. Fire extinguisher inspections
   6. Elevator inspections
   7. Property manager inspections
   8. Janitorial service
   9. Pest Control
2. Assists in building safety
3. Assists with IT trouble shooting of equipment
4. Assists with IT special projects
5. Inventory Management of computers
6. Attends and participates in quarterly IT audit meeting
7. Manages office/student equipment/furniture relating to repairs, upgrades, and maintenance
8. Assists personnel in researching vendors for competitive pricing and delivery options
9. *Manages fleet current registrations and insurances
10. *Manages CLC Fleet for inspections, maintenance, and repairs
11. *Schedule and assist in the execution of monthly fire drills and records the results accordingly
12. Maintain fire drill log (e.g., alarm company information is updated, all current staff and learners are listed, outcome of each fire drill, etc.)
13. Emergency 911 binder – maintain emergency information for learners and staff members
14. Responsible for IRS non-discriminatory annual posting with local news media
15. Inventory Management – order and restock office and building supplies; keep storage areas tidy
    1. Assist school nurse as needed in regard to nurse supplies

Accounting Support:

1. Credit Card purchase tracking
2. Assists with special projects

Student Records Support:

1. *IEP creation, invite, reevaluations, finalizing for disbursement to districts and parents
2. *Progress reports, prepare template, finalizing for disbursement to districts and parents
3. *Parental permission forms – various forms – gain understanding
4. *Daily attendance tracking and monthly reporting
5. *Reporting restraints to districts and parents
6. *Transportation matters - how to report issues to districts and parents

Front Desk Support:

1. 3rd back up for part time Front Desk personnel

Executive Director Assistance:

1. Assists the Executive Director/s on special projects as needed

Board Meeting Responsibilities:

1. Creates invites, sends out meeting reminders, track attendance responses, provides attendance reports to Executive Director
2. *Assists with board documents requiring signatures, tracking same

Team Support:

1. Attend and participate in weekly office meetings as well as other meetings as directed
2. Assist with the coordination of CLC’s monthly visitor days, meetings, and tours, etc.
3. Create excel charts and compose emails and office letters, memos and postings, etc.
4. Assists in scheduling appointments/meetings using online calendar
5. Assists in reorganizing and maintaining files/folders on company server

Profile and Professional Skills Required:

1. Excellent organization and time management skills
2. Follow-up skills
3. Team player, friendly and professional
4. Good typing skills
5. Self-motivated
6. Ability to work under minimal supervision, solving problems creatively and independently
7. Punctual and thorough
8. Resourceful
9. Tactful, discreet and honest
10. Maintaining confidentiality is essential
11. Computer Skills:
    1. Working knowledge of Apple products preferred
    2. Proficient in Microsoft Office products
    3. Donor Perfect knowledge – preferred
12. Mechanically & technically Inclined, a plus

Education and Experience:

This position requires a high school diploma. Bachelor’s degree or certification/s in business administration preferred.  Minimum – 2 years of office experience

Additional Requirements:

1. Must have a personal operating vehicle
2. Must have current automobile insurance – refer to the Motor Vehicle Policy
3. Must have a valid driver’s license and acceptable driving record – refer to the Motor Vehicle Policy
4. Must have current state motor registration – refer to the Motor Vehicle Policy
5. Must have PA State Police, FBI and Child Abuse clearances
6. Must be able to be active throughout work hours
7. Must be responsible, team player, and have strong work ethic
8. Must have strong communication skills

* Indicates cross training with another department

Work Schedule:

This position requires full time hours, M-F 8am – 4pm. Follows ALSP calendar as pertaining to holidays off.

It is encouraged to schedule vacations during program closures to minimize work disruption as much as possible.

Salary : $40,000