Administrative Services Specialist

ReNEW Schools; Merrillville (IN); On-site; USD 35,000 - 55,000; Full time

Job summary

ReNEW Schools in Merrillville, IN is seeking an Administrative Services Specialist to manage records retention, deposits, and school book-keeping. You will coordinate ReadySub usage, payroll inputs for substitutes, and daily receptionist duties, while maintaining accurate personnel files.

The role requires strong organizational, communication, and time-management skills, and the ability to work independently or as a team member.

Qualifications

• High school diploma or equivalent.
• Proficient in Excel, Word, and Google Suite; experience with ReadySub and Boyce.
• Financial systems experience preferred.
• Proficient with office machines (multi-line switchboard, copy machines, postage meter).
• Strong organization, communication and time management skills.
• Positive attitude and ability to work well with staff, parents, community.

Responsibilities

• Serve as district-wide records retention coordinator.
• Receive and deposit receipts.
• Prepare book rental and fee sheets for all schools.
• Balance Parent Access and RevTrak bank statements.
• Manage bad debt collections.
• Create and maintain ReadySub accounts; communicate with payroll staff on substitutes.
• Maintain substitute attendance in ReadySub and coordinate with building staff.
• Run daily substitute reconciliation reports and process substitute payroll.
• Reconcile teacher leaves and unpaid leaves; inform teachers and staff.
• File teacher leave forms.
• Monitor ReadySub for inactive substitutes and handle deactivations.
• Create substitute personnel files and annual summer substitute list.
• Provide daily receptionist coverage and backup when receptionist is absent.
• Execute large-scale task-based initiatives from planning to completion.
• Perform other duties as assigned by Office Managers and Directors.

Skills

Organization

Communication

Time management

Independent work

Team collaboration

Positive attitude

Education

High school diploma or equivalent

Tools

Excel

Word

Google Suite

ReadySub

Boyce

Financial Systems

Job description

QUALIFICATIONS:

• High school diploma or equivalent.


• Proficient in the use of Excel, Word, and Google Suite. Experience using ReadySub and Boyce.


• Financial Systems preferred.


• Proficient in the operation of a variety of general office machines including a multiple-line switchboard, copy machines, postage meter, etc.


• Possess excellent organization, communication and time management skills as well as the ability to work both independently and as a team member.


• Possess positive attitude and working relationship with school corporation staff, parents, community members and other with whom the Administration Office works with on a day-to-day basis.

RESPONSIBILITIES:

• Serves as the district-wide records retention coordinator.


• Receipts deposits made to the corporation.


• Prepares book rental and fee sheets for all schools.


• Balance Parent Access and Rev Trak bank statements.


• Manages bad debt collections.


• Issues new accounts, maintains current accounts, resets passwords, maintains calendar, etc. in ReadySub. Communicates with payroll staff substitute hires, resignations and deactivations.


• Maintains accurate absences in ReadySub and communicates daily with building support staff to finalize substitute assignments.


• Run daily substitute reconciliation reports, verifies building sign offs and processes payroll for substitutes.


• Reconciles teacher leaves, processes information regarding short term unpaid leaves, and communicates information to teachers as well as appropriate staff.


• Files teacher leave forms.


• Monitors ReadySub for inactive substitutes and processes deactivations.


• Creates and maintains accurate substitute personnel files.


• Creates an annual summer substitute list.


• Daily coverage of receptionist position and back up when receptionist is out of the office.


• Executes large scale task-based initiatives from planning to completion.


• Performs other duties as assigned by Office Managers and Directors.