Administrative Assistant - Special Education School

Employer
The Foundation Schools
Location
Landover, Maryland, Prince George's County
Posted
May 18, 2022
Closes
Jun 21, 2022
Ref
AAFLC
Function
Administrative
Industry
Education
Hours
Full Time

The Foundation Schools is a special education day school which delivers innovative school programs and support services for children and adolescents with emotional disabilities, autism spectrum disorders and other learning challenges. For over 40 years, the combination of academic support and therapeutic services has given our students a chance to reach their full potential. The Foundation Schools has schools in Gaithersburg, Landover and Largo, Maryland that serve over 200 students in grades K-12. We are currently accepting resumes for Administrative Assistant candidates for our Landover location. This is a 12-month position.

The mission of The Foundation Schools is to provide a highly specialized educational and therapeutic program for students preparing them to be productive and successful in their future academic and career paths. The Foundation Schools employs special education strategies and techniques to provide quality instruction that results in the students’ mastery of approved curriculum and that promotes social, emotional and cognitive learning. We effectively manage student behavior through implementation of behavior management systems, school rules and policies.

Our Core Values’ provide a strong foundation for our programs, are integrated into our positive behavior intervention system, drive our actions and guide our staff and students daily to TWIRL (Teamwork, Work Ethic, Integrity, Respect, and Leadership). We offer a supportive working environment with small class sizes and excellent resources.

The Foundation Schools offers a comprehensive benefit package including tuition assistance and a generous retirement package. Visit our website at www.foundationschools.org for more information.

 

JOB SUMMARY

Administrative Assistants at The Foundation Learning Center perform a wide variety of clerical duties to support the coordination, organization and scheduling needs of the school.  They prepare and accurately maintain a variety of reports, records, and files relating to students, staff, operational expenses, and school activities with an emphasis on accurate data entry.  They also answer the telephones and are the first point of contact for all callers, visitors, parents, guardians, and students.

QUALIFICATIONS - Education, Experience and Certification

  • High school diploma, G.E.D., or equivalent is required
  • Related course work, Associates or Bachelor’s degree is preferred
  • Two or more years of experience in the areas of clerical, administrative, and bookkeeping functions are preferred
  • Excellent typing, written, and oral communications skills required
  • Prior experience with face to face and telephone client or customer service preferred
  • Experience with a variety of computer software applications in word processing, spreadsheets, databases, and presentation software
  • Prior experience in a school setting is a plus
  • Bilingual (Spanish/English) abilities are a plus

Physical, Interpersonal and Cognitive

  • Utilize basic office equipment such as computer, tablet, telephone, fax, copier, etc.
  • Complete reports and data input while using a variety of computer programs
  • Move and carry supplies; light lifting, non-repetitive
  • Maintain a professional demeanor and relationship with students, colleagues, families, and community partners
  • Work positively and collaboratively with others
  • Maintain a professional work ethic and meet the standards of professionalism including appropriate attire, attendance, and timeliness
  • Demonstrate effective time management and organization skills
  • Prioritize & plan work activities
  • Use time and resources efficiently, set realistic action plans and goals
  • Speak clearly and be understood by others
  • Read and express thoughts in a written format
  • Possess and demonstrate a high level of mental and emotional balance
  • Respond quickly and tactfully to crisis situations while using critical thinking to assess problems
  • Work with minimum supervision and meet deadlines
  • Physically restrain or assist in student restraints
  • Possess sufficient mobility to provide instruction and manage student behaviors

ESSENTIAL JOB FUNCTIONS

  • Prepare, copy, and distribute truancy letters and notifications to parents or guardians, and LEA representatives; collaborate with appropriate staff on truancy issues to ensure documents are completed and notifications have been provided to the required people within established deadlines
  • Monitor access of the students’ files and ensure files are secure and locked when not in use and a signature record is kept regarding every time a student’s file is accessed
  • Coordinate the printing, mailing, scanning, and filing of the interim reports, reports cards, BIP and IEP documentation, and seniors’ documents provided by Education Director to ensure distribution to LEA representatives
  • Work to obtain required prior school educational and immunization records to complete newly enrolled student files
  • Secure documentation for residency verification annually and for new students by the prescribed deadlines; send letters and make follow-up calls to inform families of the school district’s policies
  • Process requests for educational records
  • Create all student files, update and organize the students’ academic files; file student documents and conduct audits to ensure accuracy, and compliance of academic files
  • Prepare, copy, and distribute student/parent handbooks, enrollment packets and lunch applications to parents or guardians at the beginning of each school year and as students enroll during the year; track returned documents and follow up on missing or incomplete documents as needed
  • Complete immunization record checks on new students and conduct annual audits to ensure the school is in compliance; send letters to parents about immunization records’ status and other documentation required annually by the state
  • Provide front desk coverage in a friendly and professional manner as needed; greet all students, parents or guardians, and visitors; document arrivals and departures of students, parents or guardians, and other visitors
  • Answer in-coming phone calls and direct callers to the appropriate staff; monitor the front desk voice mail when at front desk
  • Manage administrative office areas, work rooms, and meeting rooms; record room reservations and maintain calendar of available space for meetings, visitors, or other school activities
  • Maintain emergency call logs by documenting who was contacted, type of emergency, and student information, and follow up actions related to the emergency incident as needed
  • Retrieve staff notifications of attendance issues from the voicemail system; update the attendance board and supervisors with names of staff that will be out or late when at front desk
  • Document and complete fire drills and alarm testing; communicate with emergency personnel when responding to fire alarms; notify staff and students when safe to reenter building and reset fire alarms when needed
  • Provide general clerical support to the school to include but not limited to filing paperwork, distributing student and employee communications or mailings, managing school supplies, and updating and maintaining calendar of events
  • Manage and reconcile the petty cash system and submit documentation to accounts payable for reimbursement as required to maintain appropriate balance; complete all payment requests, obtain required documentation and signatures, and submit requests in accordance with company procedures and due dates; act as a point of contact for the Finance Department
  • Assist in the management of students’ breakfast and lunch programs, including but not limited to the coordination of meal distribution, monitoring, tracking and recording of school meals in accordance with MSDE food regulations, oversight of dietary menus, and communicating with county representatives as the school liaison
  • Assist in the maintenance of student attendance records in all required databases and spreadsheets as needed, including liaising with LEA representatives regarding attendance tracking and or adjustments needed to attendance entries and providing the LEA representatives attendance reports as required
  • Assist in the maintenance of data on students’ absences as needed, including completing internal notifications to staff; coordinating with therapists about students’ absences and filing annual student attendance reports
  • Manage all in-coming and out-going mail and faxes; ensure all documents are distributed to the appropriate people in a timely manner; ensure all student mailings are accurately mailed with established guidelines and timeframes
  • Record and document student information in databases to ensure the correct contact and medical information is entered
  • Maintain property damage logs, prepare property damage letters to send to parents or guardians, and record any payments received
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  • Assist with the new hire interview process; provide appropriate applications to candidates, collect completed applications and resumes for interviewer, complete references as necessary and forward documentation to human resources upon hiring decision
  • Maintain list of staff contact data to include phone and room assignments; ensure staff mailboxes are updated as staff changes; assist staff with changes to phone extension and voice mail system
  • Oversee copy equipment and supplies; ensure copier is in good repair and call for service as needed; maintain adequate supplies for the copy equipment
  • Coordinate building maintenance work with the appropriate vendors and the Director of Operations; review and submit work orders
  • Proactively provide supervision of students to ensure the safety and security of the school program at all times
  • Maintain student confidentiality in accordance with The Foundation Schools Confidentiality and Conflict of Interest Statement and student record confidentiality procedures
  • Demonstrate knowledge of special education laws and regulations regarding confidential student information and ensure information is shared only when appropriate and in accordance with company policies and procedures, as well as with all federal, state, and local laws
  • Manage staff training information; prepare sign-in sheets, notify staff of training dates and times, collect completed training documents, scan training documents to the Human Resources Department, maintain tracking, and copies of documents on site for future reference; notify the Principal or other members of the management team of any outstanding issues regarding training documentation
  • Demonstrate an awareness of how our students’ disabilities impact their behavior and ability to learn; model appropriate behavior for the students during the school day
  • Identify red flag behaviors or situations, and communicate to the appropriate staff
  • Actively participate in committees, meetings, supervision, and professional development activities
  • Consistently model and implement the organization’s core values to drive actions and to guide our students to incorporate Teamwork, Work Ethic, Integrity, Respect, and Leadership into positive behaviors
  • Comply with all of The Foundation Schools’ policies, rules, protocols, and procedures

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