LEAD PROGRAM ADMINISTRATIVE ASSISTANT (Kirk School)

Lead Program Administrative Assistant

The position of the Lead Program Administrative Assistant is to manage the general school or program office on a daily basis. This includes directing all inquiries to the correct resource, maintaining student and staff attendance records, maintaining office files, registering students, and providing written correspondence as appropriate. The Lead Program Administrative Assistant, under the supervision of the program administrator, makes minor decisions on the operation of the school or program office and ensures the smooth administration of daily office functions including transportation of students, substitutes, and staff announcements.

Essential Functions:

• Answer phone calls and e-mails in a pleasant/helpful manner and direct them to the proper resource for the purpose of communication with parents, presenters, community, outside agencies, staff, and member districts.
• Answer correspondence and compile reports in a professional manner as related to the program as required by the program administrator for the purpose of providing information in a timely, accurate manner.
• Correspond with parent groups and outside agencies for the purpose of providing information and coordinating services and trainings.
• Disperse information as requested in a timely manner to parents, community, outside agencies, staff and member districts for the purpose of providing information about the students and program.
• Disperse procedural information and forms to building staff for the purpose of adherence to NSSEO procedures and policies.
• Facilitate all inter-program communications with staff and students as appropriate for the purpose of providing up-to-date information
• Greet and screen visitors to the building requiring all visitors to sign in ands complete a name badge for the purpose of security and recording the number of visitors to the program on a daily basis.
• Maintain calendar for program administrator by setting and organizing appointments as directed for the purpose of maintaining efficient schedules for program administrators.
• Maintain student data base accurately on a daily basis for the purpose of maintaining accurate student attendance records and contact information.
• Maintain general files relating to program, services, personnel, pupils and those of the program administrator through the efficient use of technology (including word processing, data base systems, spreadsheets etc.) as required for the purpose of organization of the program.
• Maintain up-to-date files of all required forms and procedures for the purpose of providing correct information to staff, students, and parents.
• Manage office on a daily basis and make minor staffing decisions based on staff attendance and substitute available for the purpose of programming and the safety of students.
• Monitor purchase orders and program budget as required for the purpose of maintaining program budget.
• Organize and communicate transportation needs for students with transportation companies and districts and problem-solve issues that arise on a daily basis for the purpose of providing safe, efficient transportation for all students to the program.
• Prepare and organize Individualized Education Plan (IEP) Conference Notices on an annual basis for the purpose of inviting participants to IEP meetings.
• Process personnel documents required to hire, transfer or terminate staff and forward to the Human Resources Office in a timely manner for the purpose of maintaining accurate staff records.
• Organize and assign substitute staff as well as maintain accurate, daily records as required for the purpose of providing classroom support, supervision and pay roll.
• Record attendance for staff members using the Frontline system as required and compile attendance reports as requested by administration for the purpose of accuracy and budgetary requirements.

Other Functions:

• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
• Facilitate an office atmosphere of service, competence and congeniality.
• Support NSSEO policy, NSSEO, and governing board goals and objectives, and The School Code of Illinois.

Working Environment:

• To perform the physically demanding job functions, strength and/or endurance for lifting, carrying, pushing and/or pulling are occasionally required.
• To perform the most physically demanding job functions, the physical capabilities of climbing and balancing are seldom required.
• To perform the most physically demanding job functions, the physical body movement of stooping, kneeling, crouching and/or crawling is seldom required.
• To perform the most physically demanding job functions, the upper extremity physical capabilities reaching, handling, and/or fine motor dexterity are constantly required.
• Exposure to temperature extremes is seldom or not present.
• Exposure to hazardous conditions (e.g. mechanical, cuts, burns, infectious disease, high decibel noise, etc.) is seldom or not present.
• Frequency of exposure to injury to self and/or others is seldom or not present.

Minimum Qualifications:

• Proficiency in Google Drive and Microsoft Office, including Word, Excel, Access, and PowerPoint.
• High School Diploma or Equivalent minimum, Associates Degree of Bachelor's Degree in related field preferred
• Ability to read, write and communicate in English to understand directions and communicate with students, staff and community.
• Ability to make decisions in accordance with established procedures.
• Job related experience as an administrative assistant preferred.

Specific Requirements:

• Specific skills related to proficient use of technology including accessing the internet, email, phone systems, and software are required.
• Potential need to upgrade skills in order to meet changing job conditions will be required to satisfactorily perform the functions of the job.
• Ability is required to independently problem-solve, schedule daily activities, make announcements, and use job related equipment.
• Flexibility is required to work with others in a variety of circumstances and to work with a significant diversity of student abilities and needs.
• Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, completing work accurately with minimum supervision, working as part of a team, and maintaining a positive attitude.
• Responsibilities include: working under limited supervision following standardized practices and/or procedures; leading, guiding, and/or coordinating others; and operating within a defined budget.
• There is a continual opportunity to significantly impact the Organization's services.