Administrative Assistant - Learning Center

Chileda Institute•Menasha, WI

6d•Onsite

About The Position

Chileda's mission is to improve the quality of life for individuals with cognitive and behavior challenges. Chileda's goal is to help students increase their appropriate social behaviors and develop independent living skills, through an enriched learning environment and individualized behavior programming. Chileda's population includes children and young adults with special needs including Autism, Attachment Challenges, related developmental delays, and intensive behavioral needs. The Administrative Assistant is responsible for creating a welcoming and professional experience for all students, staff, and guests who enter Chileda. This position will be responsible for greeting and directing visitors and managing a wide variety of administrative tasks to support the successful operations of Chileda Learning Center.

Requirements

Must possess a high school diploma or equivalent.
Must be proficient in PC skills, including Microsoft Office Suite and standard office equipment.
Excellent interpersonal, written, and verbal communication skills.
Outstanding organizational skills and attention to detail with the ability to work in a fast-paced environment.
High level of integrity in dealing with sensitive and confidential information.
Must have a valid driver's license with the ability to become an approved driver successfully.

Nice To Haves

Prior experience working with individuals with developmental disabilities is preferred.

Responsibilities

Manage the lobby area, including maintain a clean and welcoming reception area and answering phones and transferring calls in a courteous and professional manner
Respectfully greet and direct all visitors, including parents of students, clients, drivers, vendors, job candidates, and other guests.
Maintaining the postage, creating reports and sending them to the Finance Office monthly, mailing all outgoing mail, ensuring correct cost center, and distributing mail daily.
Assist with setting up meetings, coordinating meeting rooms, and sending certified mail.
Maintain student records, including email and address lists of families, social workers, and school representatives, and assist staff with sending out correspondences to these individuals as needed.
Ensures completion of sign-in and sign-out paperwork for visitors and follows security procedures.
Communicate student transportation arrival and departures.
General communication with drivers and transportation companies about changes and problems.
Respond to requests for student records from School Districts, Social Workers, Social Security, etc., including gathering and sending requested information within the designated time frame.
Complete weekly and monthly inventories, including counting classroom and office supplies, completing inventory sheets, and stocking inventory supplies.
Preparing Purchase Orders for expenses, ordering supplies and products, and tracking purchases.
Collaborate closely with internal peers and leaders to ensure supplies are adequately stocked.
Ensure snack items, including Special Diet foods are appropriately stocked and in their designated areas.
Manage special order requests and pick-ups for requested items.
Manage administrative office equipment (printer, copier, scanner, shredding machine, etc.) and troubleshoot possible issues.
Deliver invoices and billing correspondences to the Chileda finance department.
Other duties as directed.