Administrative Assistant to Business Services and Human Resources

Administrative Assistant To Business Services And Human Resources

Reports To:

Assistant Director of Business Services

FLSA Status:
Non-Exempt

Starting Hourly Pay: $20.00

Qualifications:

• Undergraduate degree preferred but not required
• High School Diploma or equivalent required
• Proficiency with computer software, databases, and technology and the ability to learn and implement new systems
• Ability to remain organized, accurate, and friendly while managing various projects and actions throughout the day
• Two years of experience in a school district preferred

Core Competencies:

• Strong desire to be part of a team that puts the needs of exceptional students first
• Demonstrated organizational skills, google proficiency, and phone etiquette
• Excellent interpersonal and verbal/written communication skill
• Effective collaborative problem-solving ability and independent work ethic

Duties and Responsibilities:

• Assist with preparation of financial documents such as purchase orders, invoices, bid materials, budget reports, and vendor communications
• Support the processing and tracking of accounts payable, payroll documentation, or purchasing records
• Coordinate with vendors, contractors, and service providers to obtain quotes, follow up on orders, and verify deliveries
• Assist with maintaining accurate financial, personnel, and compliance documentation for audits and reporting
• Assist with the annual audit
• Assist with Medicaid funding and perform data entry required
• Assist with coordination of Medicaid Reporting for SASED and Districts
• Oversee completion of Random Time Studies for SASED and District staff
• Submission and oversight of medicaid reimbursement
• Coordinate and ensure fee for Service for all SASED member districts and SASED programs
• Provide assistance to staff who participate in the web-based Fee for Service program
• Monitor and verify that all staff have submitted claims for their services in the web-based program and follow-up with staff members if not completed or with supervisors if not cosigned
• Update all revisions to the staff database for medicaid management
• Enter transportation claims on a web-based claim submission program for every day a Medicaid eligible student who receives special transportation also receives a Medicaid reimbursable service for SASED programs
• Prepare and organize board meeting packets, budget updates, and presentations as directed
• Assist in meeting legal and state reporting requirements through document gathering, formatting, and submission support
• Serve as a primary point of contact for the business and HR offices, supporting district staff, families, vendors, and community members with accurate and timely information
• Coordinate communications across departments (HR, Operations, Facilities) as needed by the CSBO
• Support internal communication related to budgeting timelines, purchasing procedures, and business office processes
• Support special projects such as budget development, annual audits, grant documentation, facility planning, or operational reviews
• Assist as needed in ensuring accurate timesheets for contractual assistants
• Oversee and ensure accurate staff attendance for non certified staff, as well as sign in and outs
• Assist in organizing training sessions, workshops, or staff meetings related to business operations
• Maintain up-to-date knowledge of district procedures and relevant processes
• Research, compile, assimilate, support, and prepare accurate and organized documents, projects, presentations, and reports
• Edit communications from Administrator including articles, correspondences, staff weekly updates, and various other correspondence and reports
• Read and screen incoming phone calls, correspondence and reports; make preliminary assessment of the importance of materials, address them as appropriate, and organize and prioritize documents
• Arrange and coordinate all meetings originating from Administrator and manage calendar
• Participates in and/or coordinates committees and take minutes as requested
• Establish and maintain various filing and records management systems, including google suite and automation
• Make travel arrangements; prepare itineraries and maintain travel vouchers and records for Administrators
• Cro…