Administrative Assistant

JOB LOCATION: This position is located at the Five Star program, 801 Susquehanna Avenue, Sunbury, PA 17801.

JOB ASSIGNMENT: Five Star Partial Hospitalization and Emotional Support

ORGANIZATIONAL RELATIONSHIP: The Administrative Assistant reports to the Special Education Program Supervisor and works closely with the Partial Hospitalization Clinical Coordinator. In the Program Supervisor's absence, this position reports to the Director of Special Education and Alternative Placement.

JOB DEFINITION: The Administrative Assistant will provide clerical, data entry, organizational, and office support for the programs assigned. This includes but is not limited to tracking student and staff data, record keeping, and required documentation for special education and mental requirements and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare reports, correspondence, and orders for materials, supplies, and equipment for professional staff.

• Maintain record keeping of classroom supplies/needs.

• Schedule/Maintain medication checks and psychiatric evaluations.

• Coordinate treatment plan meetings and prepare paperwork accordingly.

• Maintain student records and file maintenance for Special Education.

• Maintain schedule for procedural timeline/data requirements.

• Assist the teachers/program supervisor with preparations for special education procedure forms and requirements.

• Assist the program supervisor and clinical coordinator with the distribution of related program paperwork.

• Monitor the operation of office equipment and scheduling of appropriate maintenance.

• Prepare word processing, data entry, typing, copying, and filing tasks.

• Answer phone calls, take and distribute messages, and deliver mail as appropriate.

• Maintain student files and documents by contacting districts for necessary paperwork.

• Assist teachers, program supervisors, and the clinical coordinator with scheduling required meetings by coordinating with parents, districts, and outside agency providers.

• Assist in making arrangements (registration, reservations, etc.) for special education staff attending conferences, seminars, and workshops.

• Assist the clinical coordinator with monthly billing for partial hospitalization program services.

• Order, pick up, and deliver various inventory items as needed.

• Demonstrate the ability to learn and use various types of technology.

• Assist in conducting and recording monthly fire drills and other emergency practices.

• Assist in the coordination of attendance, breakfast, and lunch services.

• Assume other job-related services as requested by supervisor staff.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs other related duties as assigned by immediate supervisor or designee.

EDUCATIONAL EXPERIENCE AND SKILLS REQUIRED:

• A High School Diploma or equivalent General Education Diploma (GED) is required. An Associate's degree in a business-related field is preferred.

• Minimum five (5) years clerical or office environment experience is required.

• Excellent computer skills; use of Microsoft Word, File Maker and Excel, Outlook, data entry, email, and experience managing file sharing with Google Drive.

• Adept at using virtual meeting platforms such as Skype, Zoom and Microsoft Teams.

• Knowledge of general office procedures and ability to operate all office equipment.

• Ability to create and write reports is required.

• Ability to learn new skills and deal with constant change.

• Excellent organizational and time management to prioritize tasks based on project deadlines. And must be able to type accurately and maintain a high level of productivity

• Excellent verbal and written correspondence skills, along with understanding and use of correct grammar, spelling, and punctuation, are required.

• Accomplished verbal and communication skills and excellent telephone techniques.

• Ability to work independently with minimal supervision in a responsible and professional manner.

• Maintain confidentiality regarding education programs, students, and parents at all times, adhering to the Federal Educational Rights and Privacy Act (FERPA) requirements to protect staff and student data.

• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.

• Flexibility in adapting to the clerical needs of staff and supervisor.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 0f 2014 (revised Act 15 of 2015).

• Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Attend job-related trainings and professional development activities as requested by the program supervisor.

• CPR/First Aid certification.

• In accordance with PA Chapter 14.133 staff will participate in training regarding behavior prevention, de-escalation, and/or safe physical management techniques.

PHYSICAL REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time, occasional walking, standing (as necessary) and able to lift and carry up to 25 pounds.

• Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).

• Audio-Visual Requirements: Within normal range with or without correction.

• Is able to move throughout all buildings, floors and grounds.

• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.

• Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion and is able to manage multiple projects and deadlines.

• Ability to travel to various work site locations and meetings as needed.

TIME AND SITE REQUIREMENTS:

• This position is a full time, non-exempt position following a 220 day per year schedule; 7.5 hour a day, 37.5 hour per week.

• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

• All property, including intellectual property, materials, equipment, or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.

• The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services and other proprietary information accrued as a result of CSIU employment or as required by state and federal laws and regulations.

• The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals, Too" and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the director of Human Resources of any and all reasonable accommodations that will be required.