Administrative Services Specialist

Birch Family Services; New York (NY); On-site; USD 52,000 - 72,000; Full time

Job summary

Birch Family Services in New York, NY seeks an Administrative Services Specialist to support the Principal and staff with a broad range of duties including scheduling, secretarial and bookkeeping tasks, payroll, attendance, and record-keeping. The role may involve coordinating with families on school policies and participating in safety committees.

The successful candidate will demonstrate strong communication, organizational and interpersonal skills, plus the ability to manage multiple

Qualifications

• Strong written and verbal communication skills.
• Sound working knowledge of computer software including all components of Microsoft Office.
• Ability to handle multiple priorities, meet deadlines and delegate well.
• Excellent interpersonal and analytic skills.

Responsibilities

• Schedule appointments, respond to callers and visitors, support administrative staff as needed.
• Provide secretarial and bookkeeping support as needed.
• Perform or supervise administrative tasks including payroll, attendance, record keeping and reporting, benefits, surveys, emergency contacts, maintaining privacy of student and staff records.
• May function as the Fire Marshall.
• Interface with families regarding school policies and student needs.
• Participate in committees such as school safety, emergency preparedness, administrative planning.
• Maintain automated reporting systems for the school.
• Comply with regulatory requirements and school policy; maintain clean and organized work areas.
• Complete MAT (Medical Administration Training) certification and renewal processes as required.
• Maintain professional relationships with team, parents, staff, supervisors, and outside agencies.

Skills

Written & verbal communication

Microsoft Office proficiency

Multitasking & deadlines

Interpersonal & analytic skills

Education

High school diploma

College degree preferred

Job description

JOB TITLE: ADMINISTRATIVE SERVICES SPECIALIST

Hours of Work: As per program requirements.
Reports to: Reports to and is directly responsible to the Principal or her designee.
The Role of the Administrative Services Specialist :

• Scheduling appointments, responding to callers and visitors, supporting administrative staff as needed.
• Provide secretarial and bookkeeping support as needed.
• As required by the Principal, performs or supervises a variety of administrative tasks including payroll, attendance, record keeping and reporting, benefits, surveys, emergency contacts, maintaining the privacy of student and staff records.
• May function as the Fire Marshall.
• Interfaces with families regarding school policies and student needs.
• May participate in various committees including school safety, emergency preparedness, administrative planning, etc.
• Maintains, creates or supervises the maintenance of various automated reporting systems for the school.
• Comply with regulatory requirements and school policy and procedures in all areas and maintain clean and organized work and common areas.
• Complete and maintain certification requirements for Medical Administration Training (MAT) including:
• Understand medication effects and ways to give medication for both over the counter and prescription medication; the handling, storage and safe disposal of medication; permission and instruction requirements; preparation and administration techniques; asthma; emergency care and special situations.
• The MAT training certificate is valid for three years from the date of completing the course. After three years, you may be eligible to take a renewal test online to extend the MAT certificate for another three years.
• Maintain appropriate and effective interpersonal relationships with team and department members, parents, other staff, supervisors, administrators, and outside agencies. Demonstrate:
• Open communication, flexibility and the ability to learn and utilize team building strategies
• The ability to self-evaluate, to utilize supervision and problem solve
• The ability to both offer and accept assistance to/from others
  

Qualifications

Qualifications of the Administrative Services Specialist:
High school diploma required, college degree preferred but will accept related experience. These skills are required: strong written and verbal communication skills with a sound working knowledge of computer software including all components of Microsoft Office, the ability to handle multiple priorities, meet deadlines and delegate well, and excellent interpersonal and analytic skills.