Administrative Assistant

ADMINISTRATIVE ASSISTANT - CENTRAL OFFICE

GENERAL STATEMENT OF JOB

This position will provide comprehensive administrative support to the CTE, Federal Programs, and Student Support Services Director by ensuring efficient operations, accurate record-keeping, and effective communication to facilitate the successful implementation of programs. In addition, this role will support the EC Director in Medicaid reporting and be the Afterschool Coordinator for Swain County Schools.

ESSENTIAL JOB FUNCTIONS

• Assist in gathering data to complete federal programs applications.
• Assist in grant writing.
• Communicates and collaborates effectively and in a timely manner with internal and external personnel (e.g. administrators, program staff, vendors, facility managers, public agencies, community members, etc.) for the purpose of implementing and maintaining best practice programs, and to ensure leadership is apprised as needed.
• Assist with public relations by promoting programs, goals, and accomplishments in media outlets.
• Organizes stakeholder advisory and focus groups as needed.
• Maintains files and records required by federal, state, and local agencies.
• Assists with preparing and budget management for federal, state, and local programs.
• Coordinates and provides oversight for the districts after school programs and activities including parent communications, student enrollment, and hiring recommendations for after school site leaders, teachers and tutors, work schedules, and payroll documentation by maintaining TimeClockPlus.
• Participates in professional development as required by the NC Center of Afterschool Programs (nccap.net).
• Works collaboratively with after school site leaders on student attendance, parent contacts, and required documentation of the program.
• Manages the preparation and submission of all quarterly and annual Medicaid reports. This includes data management to support the Exceptional Children's Medicaid program, ensuring accuracy and compliance with all state and federal regulations.
• Other duties as assigned by the Directors and/or the Superintendent.

MINIMUM TRAINING AND EXPERIENCE

• High School Diploma Required; Associates/Bachelor’s Degree preferred, or equivalent work experience.
• 3 years of experience with basic accounting principles and bookkeeping; knowledge of governmental accounting procedures preferred

TERMS OF EMPLOYMENT

• 12-month non-exempt position

• Salary based on qualifications and experience aligned with NC salary grade placement for classified positions NC01 - NC04.

SKILLS AND QUALIFICATIONS

• Excellent work attendance
• Advanced Excel skills, and intermediate skills in other Microsoft Office products required including Google suite.
• Ability to work independently and meet deadlines.
• Ability to solve problems with minimal direction.
• Exhibits good judgment investigating payroll issues that arise.
• Great attention to detail and accuracy.
• Ability to excel in a fast-paced, team-oriented environment working on multiple tasks simultaneously, while adhering to strict deadlines.
• Quality-minded; motivated to seek out errors and inquire when something appears inaccurate.

LANGUAGE SKILLS

• Must be able to maintain confidentiality regarding student and departmental information
• Ability to communicate clearly and concisely in verbal and written form.
• Strong communication skills and a positive customer service approach.
• Comfortable with executive-level communication.
• Must be able to communicate with others frequently.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of common word processing, spreadsheet, and file maintenance programs.

General knowledge of the principles of organization and administration.

Ability to type accurately at a moderate rate of speed.

Ability to maintain logs and records and to develop reports from those records.

Ability to understand and follow oral and written instructions.

Ability to maintain schedules.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

Verbal and Written Communication Skills - Ability to effectively communicate with all stakeholders.

Computer Skills - Proficient in Microsoft Office and Google Suite

Reasoning Ability - Ability to apply common sense and understand how to carry out instructions provided in written, oral or diagrammatic form.

Ability to deal with problems involving several variables.

Ability to work independently and possess decision making skills to meet critical deadlines under limited supervision.

Knowledge of purchasing and budget.

Knowledge of school board policies.

Listen and communicate effectively and appropriately with all stakeholders so that they might be able to give, convey, or exchange information.

Use tact and courtesy when dealing with any and all stakeholders.

Produce written products that conform to all rules of punctuation, grammar, diction, and style.

Be a self-starting problem solver

Demonstrate a commitment to continual learning and growth.

Ability to work successfully as a member of a team.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Must be physically able to operate a variety of equipment including computers, copiers, laminators, etc. Must be able to exert a negligible amount of force constantly to move objects. Physical requirements are consistent with those for Sedentary Work.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from superiors.

Language Ability:

Requires the ability to read a variety of correspondence, reports, forms, student records, etc. Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.

Intelligence:

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; and to determine percentages and decimals.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity:

Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication:

Requires the ability to talk and hear : (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.