Office Specialist- Autism School

Haynes Family Of Programs Inc; La Verne (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Haynes Family Of Programs Inc in California is seeking an experienced administrative assistant to support school programs, manage student records, and coordinate IEPs. The role requires bilingual English/Spanish communication, strong organization, and confidentiality.

You will maintain databases, process immunization and ADA reporting, assist HR, payroll, and campus operations, and liaise with families and districts.

Qualifications

• Minimum BA/BS degree required.
• 3+ years administrative/secretarial experience, preferably in a school setting.
• Bilingual (Spanish) preferred.
• Strong analytical and quick technical-learning abilities.
• Excellent oral and written communication skills.
• Exceptional interpersonal and customer service skills.
• Proficiency with databases, spreadsheets, word processing, presentations and email.

Responsibilities

• Maintains transcripts and school records; updates transcripts.
• Schedules and sets up IEPs, including virtual ones.
• Updates and maintains student database.
• Manages IEP processes and signatures.
• Coordinates medication requirements with teachers and nurse.
• Assists HR in scheduling interviews and reviewing timecards.
• Updates progress report cards each quarter for teachers.

Skills

Bilingual Spanish

Analytical skills

Communication skills

Interpersonal skills

Customer service

Education

BA/BS degree

Tools

Database software

Spreadsheets

Word processing

Presentation software

Email

Canvas

Job description

SummaryProvides administrative and operational support for school programs by maintaining student records and databases, coordinating IEPs and related documentation, supporting attendance, enrollment, immunization, and ADA reporting, and facilitating communication with families, school districts, and staff. Coordinates school activities, trainings, drills, medication requirements, and student discharges while assisting with HR, payroll, purchasing, invoicing, and other campus administrative functions. Requires strong organization, attention to detail, confidentiality, and effective communication in English and/or Spanish.Role and ResponsibilitiesMaintains transcripts and other school records; updates transcripts of studentsSchedules and sets up all IEP’s including those held virtuallyUpdates and maintains student databaseCompletes school Districts/LHC/Parent communication as needed and directed inEnglish and/or SpanishManages IEP – Including but not limited to the entire Docusign process of collecting and following up for necessary signatures and double-checking IEP services in “yellow sheet”Manages SEIS/Siras/EV system IDs and passwordsCoordinates medication requirements of students with teachers and nurseResponsible for all discharge filing, including uploading all necessary documents into DropboxResponsible for annual immunization reportingCoordinates school activities, trainings, and campus drillsUpdates monthly ADA reportsProcesses reimbursements and invoices for paymentsUpdates and processes meal counts with Cafeteria ManagerProcesses shirt requests as neededUpdates class rosters as neededUpdates attendance sheets in Shared Folder as neededCoordinates and schedules staff trainings with HR, aides, and trainers (Pro-ACT, First aide, etc.)Assists HR in scheduling interviewsAssist in reviewing aide timecardsUpdates and prepares progress report cards every quarter for teachersPerforms other reasonable related duties as assignedJob RequirementsMinimum of BA/BS degreeMinimum of 3 years of administrative/secretarial experience, preferably in a school settingBilingual (Spanish) preferredStrong analytical skills and the ability to quickly learn and apply technical knowledgeExcellent oral and written communication skillsExceptional interpersonal and customer service skillsStrong knowledge of a variety of computer programs including database, spreadsheet, word processing programs, presentation, and E-mail functions. Canvas knowledge is a plus.Valid CA driver's licenseMust fulfill all requirements of employment, including clearance of all required background records (e.g. Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional and physical examination, and drug testingPhysical RequirementsIn the course of performing this in-person job, the incumbent must be able to lift at least 40 lbs. Frequent sitting, twisting, typing, talking, hearing, and repetitive motions. Occasional walking, standing, bending, grasping, pulling, pushing, and reaching.