Administrative Assistant and Project Manager

The Administrative Assistant and Project Manager position is primarily responsible for providing administrative support to the Director of Educational Services and using knowledge of the functions of division operations and performing tasks to assure effective day-to-day operations. This position will also manage both short-term and long-term projects that contribute to the success and growth of the Educational Services division. In addition to on-going interactions with individuals within the Educational Services division, the Administrative Assistant and Project Manager will serve as a liaison between Educational Services and other divisions within the agency.

MINIMUM EDUCATION, TRAINING, REQUIREMENTS AND PREREQUISITES

• High School or GED Diploma High school diploma or equivalent of 2-4 years’ experience.
• Experience in a school or human agency preferred.
• Experience with payroll preferred.
• Microsoft Office proficiency and good working knowledge of computer applications including word processing, spreadsheet, database and presentation software.
• Valid Virginia Driver’s License and proof of insurance.
• Satisfactory Driving Record in compliance with Driver Requirement Policy.
• Knowledge of business office operations and administrative clerical operations.
• Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly.
• Knowledge of and ability to comply with school licensure regulations and accreditation standards.
• Ability to work effectively with people from diverse backgrounds.
• Ability to work assigned work schedule.
• Ability to maintain records, prepare reports, and complete required paperwork according to licensing and agency requirements in a timely manner.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions: May be required to perform any of the following duties:

• Schedule and maintain calendar of appointments; coordinates meetings, interviews, events, and other similar activities assigned by Director.
• Make travel arrangements for the Director and others as assigned.
• Prepare and distribute business correspondence (often using word processing, spreadsheet, and presentation computer software) via multiple avenues including fax, postal service, e-mail, electronic scans, etc.
• Maintain confidential files noting any missing documents and notifying the Director.
• Prepare reports as needed from the student database.
• Accurately prepare credit card(s) reports and submit by deadline.
• Process invoices for approval and submit by deadline.
• Order and receive deliveries as needed.
• Prepare meeting minutes, meeting notes, and internal support materials.
• Assist the Director in preparing for Virginia Department of Education audits and Virginia Association of Independent Special Education Facilities accreditation visits.
• Respond to employee requests and answer employee questions within the scope of knowledge and responsibility.
• Maintain updated copies/files of needed forms.
• Contribute to the successful and accurate processing of payroll for Educational Services employees by calculating pay, creating and distributing employment letters, reconciling pay for employees after a separation, tracking deferrals, and communicating with HR and payroll when there are any changes that may affect payroll.
• Process changes and separations in the HR management system as received from division leadership.
• M-F, 8:00am-4:00am.

Why you'll love working at enCircle: We offer a competitive hourly salary starting at $22.00 per hour plus an exceptional benefits package including:

• Health, Dental and Vision Insurance
• Nationwide Pet Insurance, including coverage for reptiles, birds and exotic pets
• 401(k) and 401(k) Matching
• Employee Assistance Program, including Access to Chaplain Services
• Educational Assistance Program
• STD, LTD, Life, and AD&D Insurance
• Generous PTO and Paid Holidays
• STD, LTD, Life, and AD&D Insurance
• Generous PTO and Paid Holidays
• Retention Bonus
• Cell Phone Reimbursement
• Unlimited Access to Premium Calm App for Staff plus Friends and Family
• Early access to paid wages via Wisely ADP and Dailypay