Administrative Assistant - Bright Beginnings Preschool

Newzjunky, Inc.; City of Watertown (NY); Vor Ort; USD 21.000 - 30.000; Vollzeit

Zusammenfassung

Arc Jefferson – St. Lawrence is seeking a detail‑oriented administrative assistant for Bright Beginnings Early Learning Center. You will handle front desk duties, process registrations, manage attendance, and prepare parental and school communications.

The role requires accurate data entry and timely recordkeeping to support Special Education and UPK programs. The position supports Directors and Coordinators, with opportunities to contribute to document management, billing, and program

Qualifikationen

• Associate degree or higher in office tech or related field is required.
• 1–3 years clerical experience preferred; or a HS diploma with 5+ years in office tech or related field.
• Strong organizational, computer and customer service skills.

Aufgaben

• Provide front desk coverage: answer phones and secure doors.
• Track and file daily attendance and assist with billing in systems.
• Process UPK, preschool, and Special Education registrations and paperwork.
• Collect district documentation for UPK programs.
• Manage mailings for Early Intervention and Preschool Programs.
• Input data into information management systems accurately and timely.
• Record staff training related to OCFS/SED/UPK contracts.
• Type correspondence, meeting notes, and letters for students at Bright Beginnings.

Kenntnisse

Computer skills

Time management

Organizational skills

Customer service

Multitasking

Attention to detail

Ausbildung

Associate’s degree in Office Technologies

High School diploma with 5+ years experience in Office Technology/Business Office

Tools

iCentral System

Netsuite

TEAMS

KinderConnect

CPSE portal

Jobbeschreibung

Position Type/Expected Hours of Work

Monday – Friday 40 Hours a week. Flexible to the needs of the agency.

Qualifications

Associate’s Degree in Office Technologies or related field required.1-3 years of clerical experience preferred, or a High School diploma with 5 or more years’ experience in Office Technology, Business Office or related field. Strong organizational, computer, and customer service skills.

Work Authorization/Security Clearance –

Authorized to work in the United States.

Summary/Objective -

Responsible for accurate typing of program documents to include correspondence to parents, schools, doctors, and county for all Special Education Evaluations. Responsible for maintaining program records. Responsible for the management of clerical daily duties associated with the parent pay preschool, Universal Pre-K, Preschool Special Education and Early Intervention Programs. Provide support to the Director of Clinical and Children’s Services, Preschool and Special Education Coordinators and Early Childhood Services Case Manager.

Essential Functions –

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1. Provide coverage of the front desk to include answering the phone and ensuring the security of doors.
2. Track, record and file daily attendance of all children and for billing purposes. Record daily attendance in billing systems to include Kinderconnect and McGuinnes CPSE portal. Keep current attendance in TEAMS.
3. Process special education, parent pay and universal prekindergarten registration and discharge paperwork.
4. Responsible for collecting required, district specific, documentation for UPK program.
5. Responsible for the mailings for Early Intervention and Preschool Programs.
6. Responsible for inputting various data in the information management systems with emphasis on accuracy and timeliness.
7. Tracking of all staff training as required by OCFS, SED, UPK, and/or other entity that the Arc Jefferson- St. Lawrence/Bright Beginnings contracts with.
8. Type general correspondence, meeting minutes, and letters for all students at the Bright Beginnings Early Learning Center (parent pay, UPK, and Special Education).
9. Responsible for organizing and maintaining children’s physical and electronic records to meet OCFS regulations.
10. Responsible to collect and record tuition for all parent paid accounts, before and after care costs. Advise the Preschool Coordinator of accounts past due immediately.

1. Responsible to record and coordinate payroll deduction fees for The Arc Jefferson-St. Lawrence employees whose children attend the preschool program.
2. Utilize the iCentral System (scanning documents into the system and attendance).
3. Collecting, organizing and sending daily session notes and monthly progress notes for Early Intervention Program to Accounting
4. Responsible for entering and tracking arrival of purchase orders through Netsuite

Competencies –

• Excellent computer software skills
• Time Management
• Organizational skills
• Friendly customer service skills
• Ability to multi-task
• Detail Oriented

Supervisory Responsibility –

None.

Travel -

Minimal travel is required between counties for various meetings.

Work Environment -

The position operates out of the Bright Beginnings Early Learning Center and may require lifting of children, playing with students on the floor or outside. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands -

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms and lifting.

Other Duties –

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. I have read and received a copy of the above job description and understand the responsibilities fully. I understand that the preceding job description will be reviewed/updated at least annually; more frequent updates will depend on contract needs.

AAP/EEO Statement –

The Arc Jefferson – St. Lawrence has and will continue to provide all employees and applicants’ equal opportunity in the manner provided by law in all aspects of employment regardless of their age, race, creed, color, national origin, sexual orientation, disability, genetic predisposition, or carrier status, or marital status. These individuals will be recruited, referred for hiring consideration, and employed with regard to the positive and appropriate utilization of their skills and capabilities. Qualified employees will be afforded non-discriminatory consideration for promotion and job advancement, and there will be no discrimination with regard to assignments, rates of pay, promotions, transfers, training, termination, accessibility, working conditions, and benefits.