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 skills.
• Effective collaborative problem-solving ability and independent work ethic.

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).
• 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 co-signed.
• 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-ins 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.
• Participate in and/or coordinate 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.
• Cross-train with other departments as requested and cover for other departments during absences or when additional support is needed.
• 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.
• Other duties assigned by the supervisor.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand, walk, sit, bend, climb stairs, write, type, speak, and listen.
• The employee may occasionally be required to twist and reach.
• Specific vision abilities required by this job include close, peripheral, and distant vision.
• Ability to work in an office environment, setting, standing, light lifting, filing, operate office machines and computers, communicating with staff, visitors, and others.
• Occasional lifting, otherwise non-demanding physical office activities.
• The noise level in the work environment ranges from quiet/moderate to loud.
• The employee is frequently required to interact with other staff and visitors.
• The employee is directly responsible for the safety and well-being of students.

Schedule

259-day work year at compensation set by the SASED Board of Directors. Position is eligible for flex time.