Administrative Assistant III

Summary: Provides daily administrative support to ensure smooth and efficient operations of the Academy. Assists school leadership, staff, and families by coordinating schedules, preparing documents, maintaining records, and supporting events. Serves as a key point of contact and helps create a welcoming school environment.

Essential Duties and Responsibilities: include the following. Other related duties may be assigned.

Day to Day Operations as Assigned by Director:

Ensures that the office and surrounding workspaces are maintained in a professional, safe, and organized manner.

Maintains office processes and procedures to ensure the office operates effectively and professionally.

Greets and provides general support to all visitors.

Assists Families with Enrollment and Scholarships, Forms and Programming Paperwork 

Ensures all appropriate data is entered in deTASO system for school year and summer break program 

Ensures necessary admissions paperwork for Academy enrollment is completed and up to date

Maintains information about enrollment so data is current and readily available

Prepares reports requested by the Director.

Assists with routine correspondence and mailings.

Maintains a contact list of students and their families and communicate with families through the schools’ communication platform regarding school updates, needs, etc. 

Manages Attendance of students and provides reports to Director

Assists with planning and organizing events, field trips, and ensures families have returned permission slips 

Assists with Arrival and Dismissal

Schedules and Track Psych Evals with local district

Represents Academy at ESA Committee meetings and supports Special Olympics

Schedules and confirms tours, observations, etc. 

Assists in scheduling staff interviews

Assist in school ordering, tracking packages, receipt/budget documentation

Assists families with setting up Medicaid transport for families whose children receive therapy (OT, PT, ST and/or ABA) 

Reports to Director on the status of building for repairs and/or requests for assistance from Building Services 

Order approved departmental supplies and maintains supply inventory and documentation of expenditures (purchase orders, check requests, etc.).

Conducts and documents fire, tornado, earthquake, and other disaster drills based on required frequency per licensing regulations and/or ESA policies.

Assists the Director in preparation for staff meetings and trainings 

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all protected health information of the individuals directly served by this person, except psychotherapy notes. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:  

This position has no supervisory responsibilities.

Competencies:

• Effective communication skills, both written and oral.
• Involves appropriate people in decision–making process.
• Includes others in planning, decision-making, facilitating and process improvement.
• Supports and explains reasoning for decisions.
• Listens and gets clarification.
• Identifies and resolves problems in a timely manner.
• Develops alternative solutions.
• Plans and organizes work effectively to ensure timely completion.
• Assists in the development of realistic action plans.
• Develops personal leadership skills.
• Fosters quality in others, improves processes, products, and services.
• Understands and follows all licensing and governing regulations.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: 

High School Diploma/GED and 3-5 years’ experience in administrative or support services. A bachelor’s degree in social services, Early Childhood Education or other Health Related Field preferred. 

Physical Demands: While performing the essential functions of administrative assistant, the employee will be required to sit, stand, walk use hands to finger, handle, or feel and reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. 

Work Environment: The work environment characteristics described here are representative of those an administrative employee encounters while performing the essential duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet to moderate.