Administrative Assistant to Business Services and Human Resources

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 (depending on district processes).
• Cook with vendors, contractors, and service providers to obtain quotes, follow up on orders, and verify deliveries.
• Maintain accurate financial, personnel, and compliance documentation for audits and reporting.
• Audit annually
• 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.
• Cover for other departments during absences or when additional support is needed, as requested.
• Assist in determining needed supplies and equipment for the program, coordinate all ordering and purchase orders, credit card purchases, maintain an inventory of supplies, coordinate delivery of mail and equipment, and ensure all proper procedures are followed as well as appropriate records.
• Assist with department budget development, coordinate purchase orders for the department, and oversee accounts.
• Attend professional development opportunities and engage in ongoing education in order to support a system of learning and improvement and the overall efficiency and functioning of the organization, including staff meetings.
• Maintain confidentiality in matters of student and staff personnel information.

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

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.