Administrative Assistant - Education

Maryland School for the Blind; Nottingham (NH); On-site; USD 51,577,000 - 68,770,000; Full time

Job summary

The Maryland School for the Blind seeks an experienced Administrative Assistant to provide secretarial and reception support to the Department of Education under direct supervision. The role requires typing, filing, data entry, and strong organizational skills to keep offices efficient.

Responsibilities include handling communications, preparing documents, coordinating mailings, managing attendance records, and supporting staff during reports and emergencies.

Qualifications

• Advanced typing and transcription skills with strong accuracy.
• Proficient in word processing, data entry and filing.
• Experience with record keeping and Excel-based tasks.
• Ability to organize, prioritize and work confidentially.

Responsibilities

• Provide secretarial and reception support to the Department of Education.
• Manage communications, mailings and documentation for parents/guardians.
• Support staff during progress and interim report development.
• Maintain attendance records and related sheets in software.
• Assist with emergencies and coordinate office operations.
• Operate and maintain office equipment and filing systems.

Skills

Typing

Word processing

Database

Filing

Record keeping

Excel

Organization

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Excel

MS Office

Outlook/Email

Copy/Scanner/Printer

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