Administrative Assistant - Education

N9149 - The Maryland School for the Blind; Maryland; On-site; USD 40,000 - 56,000; Full time

Job summary

The Maryland School for the Blind in Maryland is seeking an administrative assistant to provide secretarial and reception support to the Department of Education. Responsibilities include processing IEPs, supporting staff with progress reports, managing calls and visitor records, and maintaining attendance and records with confidentiality.

The role involves daily office administration, equipment maintenance, and coordination for staff and ESY programs, with a twelve-month schedule and daytime

Qualifications

• Advanced typing and transcription skills.
• Strong word processing and data entry abilities.
• Experience with records management and filing methods.
• Excellent interpersonal communication and organizational skills.
• Proficient with Microsoft Excel and basic bookkeeping knowledge.
• Ability to maintain confidentiality and manage multiple tasks.

Responsibilities

• Prints and assembles IEPs and mails to parents or agencies.
• Provides admin support for teaching staff during progress reports.
• Manages central phone and visitor documentation.
• Maintains attendance records and generates reports.
• Handles emergencies communications and front-office support.
• Maintains office equipment and supply inventory.

Skills

Typing/Transcription

Word Processing

Records Management

Interpersonal Communication

Microsoft Excel

Tools

Microsoft Excel

Copier/Printer/Fax

Job description

Summary

With direct supervision, provides secretarial services and supportive reception services to the Department of Education.

Accountabilities

Essential Functions

• Prints and assembles all completed IEPs and sends to parents. Provides proper documentation/mailings to LSS, various agencies, attorneys, and parents/guardians.
• Provides administrative support for teaching staff during progress and interim report development.
• Functions as the central location for incoming/outgoing phone calls and appropriate documentation of visitors on campus.
• Documents and maintains daily student and staff attendance records. Generates monthly, weekly, and daily attendance recordation sheets in a computer software program.
• Facilitates the proper response and maintains communication during student and school emergencies such as: fire drills, lockdowns, and medical emergencies.
• Provides clerical services to the Director of Education, reception services to the front office of Newcomer Building, and administrative support for staff and summer ESY programs.
• Responsible for reasonable routine maintenance and functioning of office equipment and student file management.
• Maintains the education office supply cabinet.
• Does filing of student records to the Service and Information Coordinator.

Marginal Functions

• Prepares and delivers morning announcements via intercom system or email.
• Provides administrative support for transportation problems that arise during normal school days.
• Performs additional duties as assigned.

Conditions

• Equipment Used: Computer, keyboard, multiline telephone, copy machine, printer, and fax machine.
• Work Environment: Standard Office conditions with overhead fluorescent lighting, 70-80 degree air temperature.
• Work Schedule: 40 daytime hours M-F. Thirty minute daily unpaid lunch; flextime scheduling is possible. This position follows a twelve-month work schedule.

Requirements

Qualifications

• Advanced knowledge of typing/transcription, word processing, data base operation, document filing methods, record keeping use and maintenance of office machines and equipment.
• Advanced knowledge of interpersonal communication and organizational strategies.
• Requires minimum of five years of experience as administrative assistant or related position.
• General knowledge of record keeping, bookkeeping and Microsoft Excel.
• Ability to organize and prioritize multiple tasks.
• Ability to function in a confidential manner.

EQUAL OPPORTUNITY EMPLOYER M/F