Administrative Assistant

Chileda Institute Inc; Menasha (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Chileda Institute Inc is seeking an Administrative Assistant to provide a welcoming front-desk experience for students, staff, and guests. Responsibilities include greeting visitors, answering phones, and supporting a wide range of clerical tasks to keep Chileda Learning Center operations efficient.

The role requires strong communication, organization, and integrity, with a 40-hour work week from 8 AM to 4 PM, Monday through Friday, reporting to the Principal.

Qualifications

• Must have strong interpersonal, written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• High integrity with handling sensitive information.
• Must have a valid drivers license.
• Prior experience with individuals with developmental disabilities preferred.

Responsibilities

• Greet visitors and manage the front-desk reception in a welcoming, professional manner.
• Answer phones, transfer calls, and coordinate meeting scheduling.
• Process mail, prepare reports, and forward to Finance Office monthly.
• Maintain student/family records and assist with communications to schools and workers.
• Prepare Purchase Orders, order supplies, and track purchases.
• Ensure sign-in/sign-out paperwork for visitors and follow security procedures.
• Coordinate transportation communications and notify drivers of changes.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Integrity

Driver's license

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Chileda's mission is to improve the quality of life for individuals with cognitive and behavior challenges. Chileda's goal is to help students increase their appropriate social behaviors and develop independent living skills, through an enriched learning environment and individualized behavior programming. Chileda's population includes children and young adults with special needs including Autism, Attachment Challenges, related developmental delays, and intensive behavioral needs.

SUMMARY

The Administrative Assistant is responsible for creating a welcoming and professional experience for all students, staff, and guests who enter Chileda. This position will be responsible for greeting and directing visitors and managing a wide variety of administrative tasks to support the successful operations of Chileda Learning Center.

REQUIRED EDUCATION & EXPERIENCE

• Must possess a high school diploma or equivalent.
• Must be proficient in PC skills, including Microsoft Office Suite and standard office equipment.
• Excellent interpersonal, written, and verbal communication skills.
• Outstanding organizational skills and attention to detail with the ability to work in a fast-paced environment.
• High level of integrity in dealing with sensitive and confidential information.
• Must have a valid driver's license with the ability to become an approved driver successfully.
• Prior experience working with individuals with developmental disabilities is preferred.

GENERAL HOURS OF DUTY

This is a full-time position, 40 hours per week, Monday through Friday, 8 AM – 4 PM.

REPORTS TO

Principal

JOB DUTIES

• Manage the lobby area, including maintain a clean and welcoming reception area and answering phones and transferring calls in a courteous and professional manner
• Respectfully greet and direct all visitors, including parents of students, clients, drivers, vendors, job candidates, and other guests.
• Maintaining the postage, creating reports and sending them to the Finance Office monthly, mailing all outgoing mail, ensuring correct cost center, and distributing mail daily.
• Assist with setting up meetings, coordinating meeting rooms, and sending certified mail.
• Maintain student records, including email and address lists of families, social workers, and school representatives, and assist staff with sending out correspondences to these individuals as needed.
• Ensures completion of sign-in and sign-out paperwork for visitors and follows security procedures.
• Communicate student transportation arrival and departures. General communication with drivers and transportation companies about changes and problems.
• Respond to requests for student records from School Districts, Social Workers, Social Security, etc., including gathering and sending requested information within the designated time frame.
• Complete weekly and monthly inventories, including counting classroom and office supplies, completing inventory sheets, and stocking inventory supplies.
• Preparing Purchase Orders for expenses, ordering supplies and products, and tracking purchases.
• Collaborate closely with internal peers and leaders to ensure supplies are adequately stocked.
• Ensure snack items, including Special Diet foods are appropriately stocked and in their designated areas.
• Manage special order requests and pick-ups for requested items.
• Manage administrative office equipment (printer, copier, scanner, shredding machine, etc.) and troubleshoot possible issues.
• Deliver invoices and billing correspondences to the Chileda finance department.
• Other duties as directed.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the Job Duties of this position. Must have ability to hear and communicate with persons in person and over the phone. Position involves implementing all aspects of Nonviolent Physical Crisis Intervention (CPI) including blocking, grab releases, physical transport, and physical restraint. Must be able to talk and hear to communicate with and exchange information with co-workers. Employee must be able to perform all essential functions without direct risk of harm to others or themselves. Please see Essential Functions document for specific position physical demands.

WORK ENVIRONMENT

Work is generally performed at the reception desk, and throughout the office area of Chileda.

DISCLAIMER

The statements of this Job Description are intended to describe the general nature of the work being performed and are not assumed to be a complete list of tasks. This Job Description does not establish a contract and are subject to change at Chileda's discretion at any time. Employment at Chileda is at-will. Employment at-will means that Chileda may terminate or change the status or your employment at any time, with or without reason, and with or without notice.