Administrative Assistant in Amherst, NY


CHC Learning Center Posted: 2022-04-22

Amherst, NY 14226

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Provide administrative support to the Executive Director, members of the Administrative Team, Teachers, Related Services and General Staff with the overall operation of CHC LEARNING CENTER and its program.

Essential Duties:

1. Ensures all aspects of office administration
2. Politely handles, screens and efficiently directs incoming phone calls and promptly delivers phone messages via paper or voice mail
3. Greets, welcomes and helps all visitors to feel comfortable, requests signing of visitors’ log and directs to appropriate staff member maintaining concern for student and staff safety
4. Interfaces well with all levels of staff, works closely with Education Coordinator in preparation of student reports
5. Provides excellent resource information about general office procedures and protocols
6. Records daily student attendance
7. Effectively maintains the workflow of paperwork throughout the school
8. Assists with the development, coordination, finalization and tracking of various internal and external documents for all staff members (i.e.: Evaluation Reports, Individual Education Plans, Transdisciplinary Assessments, Oral-Stimulation and Therapeutic Feeding Programs, Progress Reports, Medical Reports, Cover Letters, Prescription/Information Requests, required staff trainings and Day Care forms, etc.)
9. Updates, distributes, inputs computer data and tracks the collection of various monthly forms (i.e.: RS Net, Medication/Feeding/Assessment Sheets, Student Attendance, etc.)
10. Maintains accurate and up-to-date information of school records, filing, data bases and reference binders
11. Independently composes various correspondence for administrative review
12. Accurately records all incoming revenue including donations and generates prompt thank you letters for gifts received
13. Maintains positive community relations with vendors, donors, board members, etc.
14. Assists with all fundraising events and the coordination of special events/activities
15. Generates, distributes and helps track all new student, family/caregiver and staff paperwork
16. Assists with the development, finalization, and delivery of all start of the school year paperwork (including school calendar)
17. Maintains file of updated staff licensure/certification and expiration dates
18. Assists as needed during evacuation drills
19. Provides administrative support to CHC members when necessary and requested
20. Accepts special assignments/projects with approval of the Executive Director
21. Reports to the Executive Director

Job Specifications for Administrative Assistant:
• Associates Degree or equivalent related experience
• 2 – 4 years working experience in a similar position preferred
• Strong computer and office related skills including familiarity and expertise with Microsoft Office Software and Windows Operating Systems, filing management and keyboarding proficiency
• Excellent interpersonal, communication, organizational and multi-tasking skills, confidentiality awareness, flexibility, and high level of professionalism
• This is a 12 month position

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of the position given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position.
Employees may be requested to perform job related tasks other than those specifically presented in this description.

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