What are the responsibilities and job description for the Administrative Assistant - School Operations and Certification Support position at ServingSchools?
- Administrative Assistant – School Operations and Certification Support
The Administrative Assistant provides comprehensive clerical and operational support to ensure the efficient functioning of school programs and services. This role is responsible for front-office administration, billing, and record-keeping for MaineCare services, and assisting with teacher certification documentation and compliance requirements.
Key Responsibilities
Administrative Support
- Provide general administrative assistance to school leadership and staff
- Pupil Services
- Facilities & Maintenance
- Manage front-office operations, including phone calls, emails, visitor check-in, and correspondence
- Maintain student, staff, and program records in accordance with district and legal requirements
- Prepare reports, forms, schedules, internal communications, and process purchase orders, invoices
- Coordinate meetings, appointments, and school events
- Special Education Support
- Maintaining the student database
- Maintaining a master schedule of IEP/504 meetings
- Maintaining the staffing documents
- Organizing and maintaining special education students compliance office documents
- Process billing for MaineCare or extended care programs accurately and on schedule
- Track student enrollment, attendance, and service usage for billing purposes
- Prepare invoices and statements for families or relevant agencies
- Maintain financial records and assist with the reconciliation of payments
- Respond to billing inquiries from families and staff in a professional manner
- Assist teachers and ed techs with certification, licensure, and renewal documentation
- Track certification deadlines and compliance requirements
- Maintain confidential certification records and personnel files
- Coordinate with district offices, state education agencies, and human resources as needed
- Support onboarding processes related to certification and credential verification
Required Qualifications
- High school diploma or equivalent
- Previous experience in an administrative or clerical role, preferably in an educational setting
- Strong organizational and time-management skills
- Proficiency in Office software, including word processing, spreadsheets, and databases
- Ability to handle confidential information with discretion
- Associate’s degree or higher in administration, education, or a related field
- Experience with school billing systems or financial record-keeping
- Familiarity with teacher certification or licensure processes
- Familiarity with MaineCare, but BSD is willing to train
- Experience working in a public school or school district environment
- Clear written and verbal communication
- Attention to detail and accuracy
- Ability to manage multiple tasks and deadlines
- Strong interpersonal skills and a service-oriented approach
- Independent problem-solving and follow-through
- Office-based position within a public school setting
- Regular interaction with students, families, teachers, administrators, and external agencies
- 8:00 a.m. - 4:30 p.m. workday, with occasional extended hours during peak periods
- 12-month position