Administrative Assistant Level V Continuing Education Office

Administrative Assistant Level V

Full-Time Position Continuing Education Office

Qualifications: Excellent written and communication skills; Excellent computer application and word processing skills including Word, Excel, Power Point and Google Suite; Strong organizational and interpersonal skills in working with staff, parents and students, including the ability to maintain a high degree of confidentiality; Ability to work independently and handle a multitude of responsibilities concurrently; Demonstrated accuracy with attention to detail and record keeping; Experience with budget management and implementation preferred; and Experience with Pentamation/Purchasing preferred.

Salary Range: According to the Secretary contract (see website personnel contracts)

Starting Date: As soon as possible

Application Deadline: The position is open until filled. Review of completed applications will only be accepted from WAES members at this time.

Application Procedures: Members of the Westport Association of Educational Secretaries United Public Service Employees Union applicants must submit a cover letter and resume to John Bayers, Assistant Superintendent of Human Resources. View email address on click.appcast.io External applicants must submit an online application through the Westport Public Schools website. Job # 2073 (Paper copies will not be accepted.)

The Westport Board of Education will not make employment decision (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, ancestry, disability (including pregnancy), genetic information, veteran status or gender identity or expression, except in the case of a bona fide occupational qualification.

Financial Responsibilities

• Responsible for the flow and management of $1,000,000-$1,500,000 revenue and expenses per year
• Prepare End of Year Financial Statements submitted to the town auditors and then Prepare the Annual Budget
• Determine the pricing of courses offered
• Analyze classes to determine profitability and which ones will run
• Reconcile Bank Statements and reconcile daily and monthly credit card statements
• Generate and process timesheets for all teachers
• Receive, verify and process bills for independent contractors
• Bookkeeping Record in Websolutions
• Process Credit Cards and Checks
• Process Refunds
• Credit Cards and Submit Purchase Orders (PO's) for Checks
• Make Bank Deposits
• Invoice and work with the Special Education Department for Extended School Year (ESY) program participation needs
• Invoice and work with the Town Human Services Department for program participation needs
• Invoice and work with the Open Choice Coordinator for program participation needs
• Act as a sounding board and offer suggestions to the Director for improvements and enhancements in the program

Supplies and Equipment

• Maintain Inventory of Supplies and Textbooks
• Order & Coordinate Distribution of Supplies for Summer School Classes, After School Classes and Adult Classes
• Postage make sure there is always enough postage in our account to mail the catalogs
• Continuing Education liaison with various town agencies/programs including Human Services, Parks and Recreation, Extended School Year and Open Choice
• Perform other related duties as assigned by the Director of Continuing Education