What are the responsibilities and job description for the Administrative Assistant position at J. Arthur Trudeau Memorial Center?
About UsFor over 60 years, the Trudeau Center has been at the forefront of transforming the lives of individuals with intellectual and developmental disabilities. Our programs make an immediate and long-lasting impact on individuals of all ages, lifting them up by providing the support they need to thrive. And we have big plans to continue growing and evolving that work in the months and years to come.Our Mission, Vision & ValuesMission: Our mission is to promote an enhanced quality of life for individuals with developmental disabilities.Vision: We envision a diverse community where all people are valued and treated with dignity and have access to resources to help them lead productive lives.Values: We serve all individuals with compassion and respect. We are accessible and responsive, and we actively seek their input to better serve their needs.The RoleThe Administrative Assistant is responsible for assisting in the daily operations and organization of Pathways.
Specific responsibilities include performing routine special education clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing program information to stakeholders. This includes assisting classroom staff and administration with material preparation and other organizational duties. Responsible to assist with a wide range of financial and administrative duties including preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning meetings, providing purchasing support, fulfilling employment administration requirements, participate as directed in the areas of grant management, billing tracking, and fundraising. Assist program specific financial management, planning, systems and controls.Essential Duties and ResponsibilitiesRespond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.Plan, Prioritize and schedule meetings, appointments, events and trainings as necessary for program activities.
Booking conference rooms/appointments in accordance with special education timelines.Familiar with special education federal and state regulations, compliance requirements.Maintain special education databases and case management programs. Photocopying, printing, scanning, typing, filing and organizing documents/materials.Engages in ongoing professional development and training related to job responsibilities.Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into agency systems, receiving purchase orders, and maintain information as required. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.Support human resources (submit leave forms, requisitions, payroll change, job transfer, etc.
and update tracking database).Receptionist for calls and visitors to program and route as appropriate. Process all mail-incoming and outgoing. Assists with monthly and quarterly assessments and forecasts of programs financial performance against budget, financial and operational goals.Assist with grant monitoring (budget details, ordering, submitting invoices, tracking, progress monitoring, meeting timelines).Assist with the coordination of travel and travel reimbursement for staff.Assist with consult, school, and /or professional contracts. Assist with monthly billing for school systems, consultations, and transportations.Orchestrate program wide mailings and market concepts.
Develop and manage Pathways mailing lists.Protect the rights and dignities of individuals with developmental disabilities and extend these rights and dignities to family members or guardians.Upholds and complies with all safety programs and policies to maintain a safe work environment for employees, consumers, family members and visitors.Commits to organizational quality initiatives by participating in programs that will assure quality improvements and team processes.Helps with overall program organization to ensure an efficient and effective program.Assist with recruitment efforts (contacting agencies, distributing materials, scheduling presentations). Create and monitor staff training schedules. Performs other duties as assigned and job assignments as required by supervisors.Experience and SkillsAssociates degree in business, Human Services or related field. Two years of clerical experience in a school setting preferred.
Skills in effective communication with administrative staff, parents and community-based officials essential. Knowledge of special education regulations, applied behavior analysis, experience working with children with autism strongly recommended. Experience with grant and contractual tuition management.CompetenciesProficient in Microsoft Word, PowerPoint, Excel, Teams and Zoom. Bookkeeping/accounting skills required Internal/External RelationshipsInternal: frequentall Pathways students and employees, Director of Special Education, Clinical Director.External: Frequent: families seeking or receiving services, public or other community school department officials; Pathways students.
Working ConditionsWork with computers, telephones, and other media. Office and classroom conditions working directly with students and staff. In addition, work will be conducted in public school and/or community settings, requiring transportation to and from such locations. Physical and Mental RequirementsAbility to work in an intense, fast paced environment.
Ability to adapt to a frequently changing, evolving organization. Must be able to maintain confidentiality, prioritize work to meet goals and deadlines, manage multiple tasks, and always maintain professionalism. Should be skilled with computer software, highly organized and detail oriented, and be able to carry out assignments to completion. Ability to foster and maintain positive working relationships with employees, students, families, and school districts.
Should be able to deal with direct contact with students if needed. Direct contact with students requires the ability to deal with the broad range of needs presented by children with autism, including significant problem behaviors. Rapid movement (sometimes running) to address safety needs of the children and staff may be required.
Specific responsibilities include performing routine special education clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing program information to stakeholders. This includes assisting classroom staff and administration with material preparation and other organizational duties. Responsible to assist with a wide range of financial and administrative duties including preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning meetings, providing purchasing support, fulfilling employment administration requirements, participate as directed in the areas of grant management, billing tracking, and fundraising. Assist program specific financial management, planning, systems and controls.Essential Duties and ResponsibilitiesRespond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.Plan, Prioritize and schedule meetings, appointments, events and trainings as necessary for program activities.
Booking conference rooms/appointments in accordance with special education timelines.Familiar with special education federal and state regulations, compliance requirements.Maintain special education databases and case management programs. Photocopying, printing, scanning, typing, filing and organizing documents/materials.Engages in ongoing professional development and training related to job responsibilities.Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into agency systems, receiving purchase orders, and maintain information as required. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.Support human resources (submit leave forms, requisitions, payroll change, job transfer, etc.
and update tracking database).Receptionist for calls and visitors to program and route as appropriate. Process all mail-incoming and outgoing. Assists with monthly and quarterly assessments and forecasts of programs financial performance against budget, financial and operational goals.Assist with grant monitoring (budget details, ordering, submitting invoices, tracking, progress monitoring, meeting timelines).Assist with the coordination of travel and travel reimbursement for staff.Assist with consult, school, and /or professional contracts. Assist with monthly billing for school systems, consultations, and transportations.Orchestrate program wide mailings and market concepts.
Develop and manage Pathways mailing lists.Protect the rights and dignities of individuals with developmental disabilities and extend these rights and dignities to family members or guardians.Upholds and complies with all safety programs and policies to maintain a safe work environment for employees, consumers, family members and visitors.Commits to organizational quality initiatives by participating in programs that will assure quality improvements and team processes.Helps with overall program organization to ensure an efficient and effective program.Assist with recruitment efforts (contacting agencies, distributing materials, scheduling presentations). Create and monitor staff training schedules. Performs other duties as assigned and job assignments as required by supervisors.Experience and SkillsAssociates degree in business, Human Services or related field. Two years of clerical experience in a school setting preferred.
Skills in effective communication with administrative staff, parents and community-based officials essential. Knowledge of special education regulations, applied behavior analysis, experience working with children with autism strongly recommended. Experience with grant and contractual tuition management.CompetenciesProficient in Microsoft Word, PowerPoint, Excel, Teams and Zoom. Bookkeeping/accounting skills required Internal/External RelationshipsInternal: frequentall Pathways students and employees, Director of Special Education, Clinical Director.External: Frequent: families seeking or receiving services, public or other community school department officials; Pathways students.
Working ConditionsWork with computers, telephones, and other media. Office and classroom conditions working directly with students and staff. In addition, work will be conducted in public school and/or community settings, requiring transportation to and from such locations. Physical and Mental RequirementsAbility to work in an intense, fast paced environment.
Ability to adapt to a frequently changing, evolving organization. Must be able to maintain confidentiality, prioritize work to meet goals and deadlines, manage multiple tasks, and always maintain professionalism. Should be skilled with computer software, highly organized and detail oriented, and be able to carry out assignments to completion. Ability to foster and maintain positive working relationships with employees, students, families, and school districts.
Should be able to deal with direct contact with students if needed. Direct contact with students requires the ability to deal with the broad range of needs presented by children with autism, including significant problem behaviors. Rapid movement (sometimes running) to address safety needs of the children and staff may be required.
