Perform moderately complex office duties with minimal supervision. Exercise judgment in selecting and applying established procedures correctly, and in determining when to refer problems to a supervisor. Act as liaison for Human Resources, billing and other administrative support functions. Provide secretarial, receptionist, and clerical support, as well as coverage, for office staff as required.

STANDARD 1: Professional Duties:

• Greet and assist parents, students, staff and visitors.
• Answer and direct telephone calls.
• Type various reports, letters, and other correspondence.
• File as needed and maintain office organization.
• Coordinate and manage bulk copying as needed.
• Perform data entry tasks as needed including maintaining and updating database information and generating reports as needed
• Maintain up to date staff contact information.
• Handle all incoming and outgoing mail.
• Provide coverage during staff absences or vacation.
• Provide basic technical support as needed.
• Manage calendars and schedule appointments.
• Support other office personnel as needed.
• Perform other related duties as assigned
• Address and refer concerns appropriately.

STANDARD 2: Functional Area Responsibilities or Specialized Duties that may be required:

• Purchasing & Inventory Management:
  • Oversee all purchasing functions including processing and tracking purchase orders, maintaining inventory of supplies and capital assets, coordinating with vendors, and ensuring compliance with agency asset management procedures.
• District & Student Coordination:
  
  • Manage the intake and record-keeping processes for student evaluations and IEPs. Coordinate CSE/CPSE meetings and district referrals, maintain student files, and ensure all documentation is accurate and up to date.
• Medicaid & Compliance Support:
  • Collect and manage documentation required for Medicaid billing and compliance. Maintain accurate attendance records in compliance with regulatory standards, liaise with districts, and ensure secure handling of student records.
• Administrative & Communication Support:
  
  • Provide clerical support including switchboard coverage, scheduling, and follow-up communications with staff, families, and district personnel. Ensure timely distribution of materials and support general office operations.

STANDARD 3: Professional Development:

• Participate in program wide activities and seek support to enhance knowledge in areas pertinent to students in the school.
• Attend and actively participate in required in-services and staff development and supervisory sessions as requested.

STANDARD 4: Adhere to general policies of the organization/regulators including:

• Code of Ethical conduct.
• Follow all emergency/disaster preparedness, prevention and response protocols and regulations.
• Complete in-service education program requirements.
• Comply with agency policies and procedures including but not limited to attendance, punctuality, appearance, appropriate demeanor for school setting, etc.
• Job-related self-development education activities.
• Follow infection control practices and procedures.
• Meet health requirements including annual physical examination and TB testing.

STANDARD 5: Performs other related duties as required.

• Demonstrate understanding and sensitivity to the needs of students, staff and visitors.
• Maintain confidentiality of all students, family, and staff information.
• Communicate courteously and respectfully with all stakeholders.
• Exhibit “At Your Service” attitude, i.e. smile, use positive eye contact, and be friendly, open, and approachable.
• Address and refer concerns appropriately.
• Demonstrate flexibility as well as the ability to handle numerous responsibilities.
• Take personal responsibility for the quality of services provided.

STANDARD 6: Professional Conduct

• Conduct self at all times in an appropriate manner for school environment.
• Adhere to program-specific policies and procedures.
• Serve as a role model, promote a positive, cooperative, team-oriented work environment
• Demonstrate understanding and sensitivity to the needs of students and visitors.
• Maintain confidentiality of all students, family, and staff information.
• Communicate courteously and respectfully with all stakeholders.
• Exhibit “At Your Service” attitude, i.e. smile, use positive eye contact, and be friendly, open, and approachable.
• Demonstrate flexibility as well as the ability to handle numerous responsibilities.
• Take personal responsibility for the quality of services provided.

STANDARD 7: Supervision

• Take an active role in supervision sessions by contributing ideas, asking questions, seeking clarification and implementation of recommendations.

STANDARD 8: Cultural Competencies

• Demonstrate the ability to communicate and effectively interact with people across cultures, ranges of disability, genders, ethnicity and races.
• Demonstrate the ability to recognize and manage personal behaviors to create an inclusive, equitable and welcoming environment.
• Demonstrate the ability to successfully deliver culturally responsive services to students and families.

• High School diploma or equivalent required; Associate degree preferred.
• Minimum of three (3) years of secretarial/receptionist experience required, preferably in a school setting.
• Must be detailed oriented, Proficient in all Microsoft Office Suite applications.
• Excellent oral, written and organizational skills.

Physical Demands/Work Environment:

• Physical aspects include but are not limited to prolonged periods of sitting and/or standing, reaching.
  
• Occasional light lifting and carrying.
  
• Utilization of standard office environment.