Job Summary: The Administrative Assistant to the PreK & Early Childhood Special Education (ECSE) Programs is responsible for possessing or gaining general knowledge of Primary/Early Childhood Education, Special Education, and 504 processes, procedures, rules, and regulations. In addition, the Administrative Assistant will assist with the day to day operations to assure the efficient and smooth operation of all activities of both programs, with the expectation of independent work proficiency.

Essential Duties and Responsibilities:

• Knowledge of Vermont State Child Care and Early Childhood Licensing Regulations from the Child Development Division including Vermont Agency of Education Act 166 Rules
• Promotes and follows Agency of Education, Department of Health, and District policies and procedures
• Maintains confidentiality in all aspects of the job in accordance with federal, state, and Springfield School District requirements
• Communicates both orally and in writing, interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Recognizes the importance of safety in the workplace, follows safety rules, practices safe work habits, utilizes appropriate safety equipment and reports unsafe conditions to the appropriate administrator
• Uses office equipment including, but not limited to a computer and software programs
• Collects a variety of data to assist Primary School Administration for local, state, and federal reporting compliance including but not limited to STARS, BFIS, Child Find/Count Report and Exited Child Count report
• Assembles, inputs, and disseminates data utilizing a variety of mediums (database, spreadsheet, word processing, web-base, paper and other systems) to support the work of preschool
• Organizes and maintains student data and files to provide an accurate and efficient filing system with attention to detail
• Monitors and Greets visitors, and responds to or directs telephone/email inquiries
• Schedules and arranges appointments, meetings, and events as needed
• Responds to inquiries from employees and community at large, with knowledge of general policies and procedures and awareness of need for confidentiality of staff and student information
• Assists in the development of the departmental budget(s) and support PreK and ECSE Administration in managing specific budget accounts to include budget transfers and budget balances, and the purchasing process, to include requisition, purchase orders, ordering, receiving, verification and invoice approval
• Prepares and disseminates correspondence, reports and procurement documentation
• Communicates with vendors, including consultants and contractors, as needed
• Prepares, sorts and distributes incoming and outgoing mail
• Maintains a directory of Preschool/ECSE staff
• Assists with vacancy requests and onboarding processes
• Assists with the end of year teacher checkout
• Assist in coordination of training as needed in the building and arrange materials for staff attending conferences and meetings to include registrations and travel arrangements as needed
• Assist in the scheduling of student transportation needs
• Assists with planning and administration of the Extended School Year program (summer programs for Special Services students)
• Manages multiple tasks and priorities with frequent interruptions
• Performs other duties as assigned

Supervision Received: Reports to, receives work assignments, and is evaluated by the Primary School Principal, while assisting the Assistant Principal and Primary/Early Childhood Special Education Coordinator.

Supervisory Responsibilities: No formal supervisory duties. May train or assist team members from other departments as deemed necessary. 

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience: Associates Degree preferred plus 3-5 years of relevant experience in administrative support environment, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Certifications and Licenses.