Administrative Assistant

Tri County Special Education•Bloomington, IL

1d•Onsite

About The Position

The Administrative Assistant for the Bloomington office supports the Executive Director and Assistant Directors in the duties listed below. The Bloomington Office Administrative Assistant will support professionals who are assigned to the Bloomington office and provide referral or problem-solving services to the district personnel or community members who call or visit the Bloomington office. The Administrative Assistant also supports therapy personnel and satellite office personnel as necessary. This position serves as a receptionist for the building. Fundamentally, they maintain a well-organized work environment, collaborate with district and Tri-County personnel, facilitate the delivery of quality services to students and families and represent Tri-County to members of their local communities. Another major, but secondary, role of the Administrative Assistant is to provide the clerical support needed by Tri-County administrators in order to implement professional development activities for educators throughout the cooperative. Subsumed under professional development responsibilities are many tasks, including but not limited to, the maintenance of mailing labels, word processing, or recording and reporting reservations for workshops. This position is subject to a 120 work day probationary period.

Requirements

High school diploma or equivalent required.
A minimum of 1-3 years experience in an office administration or related position preferred.
Familiarity with technology and software commonly used in offices including the Google Suite of Tools, Word, Excel, Access, PowerPoint, Outlook, etc.
Ability to effectively communicate with a wide variety of personnel and with members of the general public in an acceptable and courteous manner.
Adherence to standards for confidentiality.
Ability to lift and carry up to 60 lbs.
Ability to push/pull a cart of material up to 100 lbs.
Ability to effectively organize the office environment and multiple work demands.
Enforce Cooperative regulations and policies in a professional manner.
Ability to maintain good working relationships with fellow employees and pupils.

Responsibilities

Provide support to and collaborate with all staff of the Bloomington Office.
Maintain the TCSEA website.
Create and maintain forms within BambooHR.
Maintain the conference room prior to Board meetings including: rearranging the tables/chairs, making sure surfaces are clean, and restocking supplies.
Provide data entry services within various online platforms.
Review and complete staffing notices, mailing or e-mailing to all participants, and documenting return receipts from e-mails.
Answer and direct phone calls to appropriate staff, take messages or transfer to voice mail.
Alert personnel ASAP of urgent messages or assist callers in reaching Tri-County staff.
Retrieve, send, and distribute mail for the office.
Maintain communication through email. The administrative assistant should strive to answer emails with 24-48 hours of receipt.
Provide word processing, proofing, printing and copying of reports or other documents for staff.
Assist with preparing and distributing workshop handouts, flyers, agendas, binders and other paperwork, as needed.
Compile lists, produce labels, and send mailings as needed.
Send out annual requests for prescriptions at the request of Occupational and Physical Therapists by FAX, mail or email.
Record and notify therapists of prescriptions once they are received.
Review, log, and refer specialized referral forms to appropriate service providers, notifying the referral source of actions taken or of missing information.
Copy, compile and mail board documents before each meeting of Tri-County’s Executive Committee.
Post required board documents at the office and the website.
Manage security by monitoring the entrances to the building.
Receive packages and deliver them to the correct recipient.
Order supplies, arrange service calls, and provide everyday maintenance for copier and postage meter.
Operates office equipment such as fax machines, copiers, etc.
Organize and maintain a complete filing system for all offices. This includes purging files, i.e., setting up a database, printing and mailing letters to parents.
Report maintenance or janitorial issues to the Assistant Director and/or Director. Call in problems with notice.
Report technology issues that cannot be resolved without guidance to the Technology Coordinator, Assistant Director and/or Director.
Troubleshoot technology, copier, and printer problems and support staff with routine problems (e.g., paper jams).
Maintain phone system (i.e., adding voice mailboxes, updating phone extension #, change after hour messages, etc.).
Look up information for teachers, principals, and others.
Understand and use the EmbraceIEP system, update information from lEPs and other forms.
Archive student records.
Collect district calendars and add the information into EmbraceIEP for accurate evaluation deadlines.
Maintain a filing system for evaluation protocols including purging when legally appropriate.
Copy and distribute student paperwork to parents, Tri-County, and district personnel.
Serve as records custodian, with assistance from Director and Assistant Directors.
Greet and direct visitors to the office, answer inquiries, and direct inquiries to other personnel as appropriate.
Assist as necessary in preparation for professional development activities including space and meals.
Draft, edit, and/or send out flyers and other notices about professional development activities.
Update workshop offerings and RSVP options on the Tri-County web site, with assistance or at the request of the Assistant Director.
Receive and record RSVPs for professional development activities.
Clarify reservations when necessary, then compile a list of attendees for all events. Include background data on attendees upon request.
Assist with the drafting or editing of the annual professional development plan for the cooperative and member districts, including assistance with the detailed budget breakdowns that show how in-service money will be spent by the cooperative and each member district.
When requested, serve as a host at Professional Development activities to register participants, ensure supplies are distributed and record participation.
Edit or proof Tri-County newsletter, upon request, and email final document to recipients.
Prepare documents, letters and mailings for community members.
Review and follow all Policies and Procedures of Tri-County Special Education Association.
Report incidents of suspected fraud or concerns about grossly inappropriate behavior to the Executive Director or Assistant Directors.
Perform other duties as directed.