Administrative Assistant (Senior)

TrulyHired; North Fort Myers (FL); On-site; USD 24,000 - 34,000; Full time

Job summary

TrulyHired is seeking a detail-oriented administrative assistant to organize and manage the school office, supporting administration, faculty, students and parents. You will greet visitors, handle calls, file records, maintain attendance data, and assist with payroll and event planning.

Minimum qualifications include an Associate's degree and two years of office experience; preferred four years in secretarial roles.

Qualifications

• Associate's degree and two years of office experience.
• Substitution: Relevant work experience or education may be substituted to satisfy minimum qualifications.
• Knowledge of HIPAA, Public Records, Sunshine Law, FERPA and related privacy laws.

Responsibilities

• Organize and maintain an efficient office for administration, faculty, students and parents.
• Greet visitors, answer calls, and handle confidential matters.
• Distribute mail and respond to routine information requests, transcribe, type and proofread documents.
• Maintain electronic and paper data filing systems.
• Maintain attendance data for staff and prepare attendance reports with payroll data.
• Order and maintain office supplies.
• Perform confidential secretarial and bookkeeping functions.
• Protect confidentiality of records and information about students and staff.
• Assist the Principal with reports and graphics using data management.
• Prepare and maintain the school activity/calendar and distribute as required.
• Train and coordinate duties of clerical staff, students, and volunteers.
• Handle payroll processing for new/terminated employees.
• Organize school events and arrange appointments for Principal.
• Collaborate with teachers and support staff for day-to-day operations.
• Create a clean, safe and efficient office environment and coordinate with outside agencies.
• Perform Medicaid administrative claims as directed per SDAC Guide.
• Serve as backup to Clinic staff as required.

Skills

Oral communication

Written communication

Organizational skills

Management skills

Policies and procedures

Privacy laws

Office equipment

Computers

Customer service

Teamwork

Multitasking

Time management

Deadline-driven

Stamina

Education

Associate's degree

Job description

Job Description

Qualifications

Minimum Qualifications

• Associate's degree.
• Two (2) years of office experience.

Preferred Qualifications

• Experience managing business/department functions.
• Four (4) years of secretarial experience.

Relevant work experience or education may be substituted to satisfy minimum qualifications.

Knowledge, Skills, and Abilities

• Clear and concise oral and written communication skills; organizational and management skills.
• Knowledge of general policies and procedures for the functional area of assignment.
• Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws/regulations related to student and employee privacy, public information, and records retention.
• Knowledge of and experience with industry-standard equipment, materials, practices, computers, and applications.
• Ability to professionally and effectively respond to customer needs and requests for service or assistance.
• Ability to work both independently and as a member of a team in a fast-paced environment, multi-task, and remain organized to complete time-sensitive jobs on or before deadline.
• Ability to sit or stand in one position for a prolonged period of time.

Responsibilities

• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students and parents of the school.
• Greet visitors, and answer telephone calls in a pleasant and efficient manner, and communicate effectively in routine, sensitive and confidential matters.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, typing and proofreading letters and responses.
• Maintain efficient and well organized electronic and paper data collection and filing systems.
• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data as required.
• Order and maintain office supplies.
• Perform complex and confidential secretarial and bookkeeping functions.
• Protect confidentiality of records and information about students and staff, and use discretion when sharing any such information with legal confines.
• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using computer and data management, creating an attractive presentation, copying, collating, and distributing final products.
• Prepare, organize, and maintain the school's activity and event calendar and distribute as required.
• Establish office procedures and train and coordinate duties of clerical office personnel, students, and volunteers.
• Complete all personnel and payroll processing of new/terminated employees or employees requiring changes.
• Organize school functions as assigned.
• Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
• Work with the Principal, teachers, other office staff, and support personnel in carrying out the day-to-day office and administrative operations necessary for the smooth functioning of the school.
• Create and maintain a clean, attractive, orderly, safe and efficient office environment. Coordinate and assist with compliance of outside agencies to assist teachers, students, and parents.
• Perform Medicaid administrative claims reimbursable activities as directed in accordance with Chapter 3 of the federally approved School District Administrative Claiming (SDAC) Guide.
• Serve as backup to the Clinic staff as required.

Revised: 5/25/23

Additional Job Information

U06, $20.74, 8 hours, 226 days

Compensation may increase based upon relevant education and experience