Administrative Assistant to Central Office Administrators

Administrative Assistant to Central Office Administrators

Middletown Public Schools - Middletown, Rhode Island

Job Description

JOB GOAL: The Administrative Assistant to Central Office Administrators will assist Central Office Administrators in the daily operation of the district and the necessary planning, implementing, directing and maintaining of district programs by providing a wide variety of complex and confidential administrative support.

PERFORMANCE RESPONSIBILITIES:

• Organize and maintain electronic and paper program files of grant documents, records and resources.
• Record receipt of grantee reports and maintain accurate grant data within grants management database.
• Assist with data entry, coding, tracking, and reporting in grants management database.
• Assist with producing reports including grant activity reports, reimbursement requests, payout reports, compliance reports and other reports as needed for program teams.
• Support Grants staff with administrative tasks related to grant applications, compliance requirements, generating grant documents, initiating quotes, purchases, receiving and payments.
• Work to enhance and improve grants management processes and increase efficiencies.
• Assist with the preparation, monitoring, and tracking of budgets for the Assistant Superintendent, Business Manager, and assigned departments.
• Receive invoices, monitor expenditures, and maintain budget records for assigned accounts.
• Prepares necessary reports for Assistant Superintendent, Business Manager, and assigned departments.
• Prepares, initiates and composes routine and complex correspondence, for the Assistant Superintendent, School Business Administrator and other departments.
• Assist with the preparation of reports, presentations, budgets, and documentation for district leadership, School Committee meetings, audits and state reporting requirements.
• Assists with RIDE requirements, including but not limited to: personnel data collection, certification status monitoring and certification renewals.
• Assist the Assistant Superintendent in maintaining teacher placement records and certification documentation.
• Assist the Assistant Superintendent in creating and monitoring schedules for expiring certifications and required recertifications.
• Coordinates and maintains the Assistant Superintendent's administrative calendar, and other departments upon request.
• Organize onboarding paperwork and coordinate onboarding meetings for newly hired employees and administrators.
• Assists the Assistant Superintendent with new teacher orientation.
• Oversee Frontline Professional Development documentation and records.
• Assist with the coordination and administration of professional development activities, including entering training into Frontline, confirming attendance, reserving facilities, preparing materials, and maintaining related documentation.
• Provide support to staff regarding professional development registration, Frontline usage, and related questions.
• Maintain and publish a district-wide calendar of professional development opportunities and activities.
• Assists the Assistant Superintendent with timely submission and processing of payroll timesheets for teacher Professional Development activities, consultants, Title 1 services and other approved programs.
• Enters Budget Requisitions into the financial management system and monitors transactions throughout the purchase order process.
• Assist district employees with financial management system questions and provide small trainings upon request, if needed.
• Assist the School Business Administrator with adding, removing and edits to the medical and dental coverage for employees.
• Process school meal applications, maintain supporting documentation and assist with required audits and reviews.
• Assists the School Business Administrator with the organization, filing and submission of the Military Impact Aid Forms.
• Organize scholarship information and coordinate with the Shared Financial Services office to ensure payments are processed accurately and timely.
• Assist with procurement activities, including obtaining quotes, preparing bid and RFP documentation, maintaining procurement records, and ensuring compliance with applicable purchasing requirements.
• Assist with the organization, administration, and tracking of the districts RFPs and bids, contracts and related documentation through a calendar of all active contracts and expirations.
• Maintain strict confidentiality regarding personnel, student, financial and operational information in accordance with district policies and applicable laws.
• Other duties as assigned.

Position Type: Full-time Job Categories: Support Staff > Administrative Assistant

Job Requirements

• SPECIAL KNOWLEDGE/SKILLS: Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below. Must possess strong organizational skills as well as the ability to handle multiple projects professionally. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy. Demonstrated computer skills. Must be team oriented with excellent interpersonal and communication skills. Must be willing to participate in ongoing in-service training as requested. Must maintain a high level of ethical behavior and confidentiality of information as required by law.
• QUALIFICATIONS: * Bachelor's degree from an accredited college or university. * Computer and internet proficiency: web navigation, Microsoft Windows, Office (Word, Excel, Outlook, PowerPoint, Google Docs) * Proven written/oral communication skills (writing/editing, telephone follow-up) * Ability to work independently and as a team member * Ability to function under pressure, handle multiple assignments and follow through on deadlines * Ability to research relevant information and analyze data * Ability to take initiative * Display diplomacy and professionalism at all levels * Honor rules of confidentiality * Remain productive, focused, and flexible in a constantly changing environment * Documentation of a clear BCI. * Such alternatives to the above qualifications as Superintendent and/or School Committee may find appropriate
• Citizenship, residency or work visa required

Contact Information

• Michelle Fonseca
• 26 Oliphant Lane
• Middletown, Rhode Island 02842
• Phone: View phone number on click.appcast.io
• Email: View email address on click.appcast.io