Office Administrator

PURPOSE OF POSITION

This position is primarily responsible for providing support to the ACE School Director and the ACE School staff in the daily operation of all programs and services.

This position ensures the efficient and orderly daily operation of the ACE school.

ESSENTIAL DUTIES

KEY RESPONSIBILITY AREA : Administration for ACE School

• Comply with all State and Federal Laws applicable to the delivery of the professional services rendered by a Non-Public School
• Ensures that the ACE School office is open 30 minutes prior to school start time
• Manages communication via telephone, voicemail, mail, and email
• Provides information to callers (general public) about the ACE School and Clinic Services
• Organizes and sends out First Day Packets to students prior to the first day of school
• Manages student information system ensuring information is current and complete
• Ensures school rosters are current at all times
• Assists with transportation requests and daily bussing support as needed
• Ensures weekly packets are mailed on Friday afternoon before 5 : 00PM
• Maintains student attendance logs and contacts parents when students are absent
• Maintains monthly attendance / service logs submitted by teachers and specialists
• Schedules IEPs
• Coordinates lunch orders, bills families timely for lunches, approves invoices for payment
• Assists ACE School Director in correspondence to families and staff
• Maintain current STAR Testing and IEP information on the server
• Coordinates student testing schedule
• Coordinates class fieldtrips and arranges transportation as needed
• Ensures employee timesheets are turned in to the ACE School Director in a timely manner
• Manages petty cash disbursements, receipts, and reconciles for accounting
• Order, purchase, inventory and distribute office supplies and curriculum materials for ACE School staff
• Responsible to ensure packing slips are signed off and sent to the administrative office upon receipt
• Participates in committee meeting as appropriate
• Assists in the planning and implementation of school wide special events and projects
• Maintain facilities tidiness and organization
• Manages requests for student records
• Prepares for certification reviews and renewals : SARC
• Assists with monthly fire drills and quarterly earthquake drills
• Manages and prepares client files for storage according to Anova's policies and procedures
• Tracks paraprofessional staff Time Off Requests
• Implement directions and assists in special projects from School Director and Office Manager
• Assists the Admin. Office with all requests as it pertains to Student Attendance Records and Billing

KEY RESPONSIBILITY AREA : Diagnostic and Therapy Services

• Manages clinical scheduling
• Maintains current roster for all D & T clients
• Coordinates, organizes, mails registration and materials to all clients
• Manages records
• Works with Marketing and Public Relations Specialist in the development of brochures and other D & T marketing material
• Ensures payment in processed for services at appointment
• Investigate, obtain approvals, purchase, inventory, and distribute curriculum materials

KEY RESPONSIBILITY AREA : Student Exposure

• Ensure a positive and reinforcing experience and compliance with Anova policies and procedures and other appropriate regulations and standards.
• Model instructional and behavior management techniques for others.
• Provide positive reinforcement for appropriate behavior.
• Use positive behavior management techniques at all times.
• Report significant changes noticed in the student's behavior to the Classroom Teacher and Behavior Analyst assigned to the classroom.
• Provide physical management of student's behavior according to the individual behavior plan and appropriate Crisis Intervention techniques.
• Encourage an atmosphere conducive to helping students achieve their greatest potential in the least restrictive environment.

KEY RESPONSIBILITY AREA : Administrative

• Ensure adherence to Anova's policies and procedures and other governing agency regulations and standards as appropriate at all times.
• Complete activities relevant to this position as required by the California Department of Education pursuant to maintaining certification as a Non-Public School.
• Provide constructive input into Staff orientation procedures.
• Ensure that all work is accurately recorded and converted in Central Reach on a daily basis and that your work schedule is evaluated timely according to Anova's policies and procedures.
• Complete and submit all administrative paperwork in an accurate and timely fashion.

ADDITIONAL RESPONSIBILITIES

Complete other duties and assignments at the discretion of the Anova Management Team and under the direct supervision of the School Director.

Qualifications :

The candidate ACE Office Administrator is required to have Associates degree preferred or high school diploma with at least one year experience working in an administrative educational setting

Working Conditions : Will work in a school environment. Travel to in-services trainings and other Anova locations may be necessary.

Supervises : None

KNOWLEDGE, SKILLS & EXPERIENCE

Education : Associates degree preferred or high school diploma

Experience : The candidate ACE Office Administrator is required to have at least one year experience working in an administrative educational setting

• Skills (technical) :
• Working knowledge of basic Accounting procedures
• Working knowledge of special education and / or developmental disabilities
• Excellent math and analytical skills
• Strong administrative skills
• Ability to develop clear and concise reporting documentation for review by the ACE School Director
• Ability to work and communicate relevant topics effectively with students, teaching and administrative staff
• Ability to provide physical management for Students in crisis situations including the implementation of Anova's approved Crisis Intervention Management Techniques

Strong Proficiency with MS Office suite

• Strong Proficiency with Google suite
• Proficiency with Central Reach and RenWeb
• Skills (non-technical) :
• Strong organizational skills
• Excellent written and verbal communication skills
• Ability to make logical and practical decisions
• Ability to organize and set priorities
• Ability to work independently and as a team member
• Ability to effectively communicate and maintain professional boundaries with students, teachers and parents

Ability to develop and maintain positive and constructive working relationships with teachers and other staff

• Ability to communicate effectively with students, clinical and teaching staff, administrative staff, families, and integral professionals / agencies
• Ability to listen to the concerns, suggestions, and complaints of Students served and report to communication to the School Director
• Ability to work effectively with Anova's Administrative Team.
• Ability to relate to students in a positive, effective and age-appropriate manner.

Ability to encourage an atmosphere that helps staff align themselves with the agency's mission and promote enthusiasm and professionalism

• Ability to promote cooperation and a feeling of teamwork among Staff
• Ability to maintain professional appearance and conduct at all times
• Ability to multitask under pressure and meet deadlines
• Ability to manage details.
• Able to organize and track a wide variety of concurrent activities.

ADDITIONAL JOB DATA

• Financial Responsibility and Authority : No individual budget responsibility.
• Supervisory : None
• Typical Working Conditions : Normal to loud and disruptive classroom environment, constant interruptions, noise, onsite at events and meetings
• Equipment Used : Computer, telephone, copier

PHYSICAL REQUIREMENTS O occasionally(up to 3 hrs), F frequently(3-6 hrs), C constantly(6-8+ hrs)

• Lifting / carry to 30 pounds F
• Keyboarding F
• Reach overhead O
• Kneeling, pushing / pulling, squatting, stooping - F
• Standing and / or Sitting - F
• Standing for long periods of time or all day F
• Running - F
• Repetitive Motion Hands (typing) - C
• Stress relating to deadlines and competing priorities F
• Driving O
• Lifting, turning, bending, stooping and carrying students requiring physical support - F
• Performing physical management techniques including physical escort and restraint of Students; including the implementation of Crisis Intervention techniques - O
• Performing medical related procedures including tube feeding, catheterization, and other procedures provided under the supervision of administration - O

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