Administrative Assistant - Part Time

Pilgrim Area Collaborative is a public educational collaborative that serves students with a wide range of disabilities from primary through post-secondary levels from all over the South Shore.

PACES is the Extended Services program of PAC which provides district consultation, home services to students and families, as well as after school programs and professional development workshops.

We are currently looking for a part-time (20 hours a week, year round) Administrative Assistant to help support our PACES Administrative Team. 

Qualifications:             

1. Bachelor’s Degree or 5 years minimum work experience.

2. Training & experience to demonstrate competencies in basic office procedures and management.

3. Proficiency in computer operations.

4. Ability to demonstrate flexibility, diplomacy, and excellent organizational skills.

Performance Responsibilities

General

1. Support the role of the PACES Director and Coordinators in daily operations.
2. Maintain constant communication with PACES Director and Coordinators, and PACES staff to ensure the accuracy of all PACES services.
3. Coordinate efforts with PAC Administrative and Business office.
4. Promptly respond to all correspondence (phone or email) from staff and districts.
5. Process supply requests for PACES office and send to PAC Business office.
6. Maintain confidentiality of all information. 
7. Serve as the Administrative liaison for all PACES

Maintain Student and IEP information

1. Create and maintain all student records for all PACES services. 
2. Maintain contact with districts and PAC office to obtain most current IEPs for all students receiving PACES services.
3. Assist Director and Coordinators and communicate with supervisory staff for the scheduling of team meetings.
4. Process any requests for Assessments, securing staff to complete and attend team meetings to review. 
5. Setup beginning and end of year procedures for all assigned PACES services.

Personnel

1. Create and post all PACES position openings to secure staffing.

 Payroll

1. Maintain all hours submitted by staff for services provided (Assessments, Parent Paid Programs, Extended Day).
2. Calculate staff hours bi-monthly for payroll.
3. Maintain payroll estimates for Assessments only on the payroll ledgers for the Business Office. 

Billing

1. Create and send contracts for assigned PACES services to districts.
2. Create and maintain billing and invoice information for assigned PACES services.
3. Calculate all hours for assigned PACES services to create and send invoices to the district monthly.
4. Maintain current billing estimates for the Business Office for assigned PACES services.
5. Ensure all PACES billing accounts tie out at the end of each billing cycle.

 Other

1. Manage registration lists and collect fees for all PACES professional development and parent-paid programming
2. All other duties assigned by the PACES Director, and Executive Director and PACES Executive Assistant
3. Follow all rules and regulations as required by the Department of Elementary and Secondary Education (DESE).