School Administrative Assistant

Heartshare Human Services Of New York•Richmond Hill, NY

About The Position

The School Administrative Assistant in the Education Division provides essential administrative support for the smooth operation of the Pre-School and its services. The role manages daily administrative tasks, coordinates meetings, prepares reports, maintains records, handles correspondence, organizes documents, and assists with program logistics. The assistant communicates with staff, students, families, and external partners and supports a productive, collaborative environment. The position supports compliance with IEP documents and Medicaid regulations, coordinates prescriptions needed to maintain mandated services, arranges team meetings, and maintains the school calendar. It liaises with DOE, SCE, CPSE, and districts on related services and annual or quarterly reviews, and coordinates Turning 3 intakes. It also supports transportation operations, school attendance and enrollment records, visitor reception, supplies and purchasing, staff and student files, and correspondence translation for Spanish-speaking families. The assistant must learn and use the software systems and technology used by HeartShare Education and follow applicable agency, state, and federal policies, regulations, and confidentiality requirements.

Requirements

At least 1 year of experience in an administrative or office support role.
High school diploma or equivalent.
Proficiency in Microsoft Outlook, Teams, and Excel.
Strong verbal and written communication skills in English and Spanish, including the ability to draft, translate, and review documents accurately.
Excellent organizational skills and attention to detail, with the ability to manage multiple tasks, schedules, and documentation.
Ability to work effectively with students, staff, and external contacts while providing professional, responsive support.
Flexibility and willingness to adapt to changing divisional needs and take on additional responsibilities.
Ability to walk to and from various locations in the building; may need to stoop, bend, and sometimes lift or push children’s wheelchairs. Physical intervention techniques may be required to assist children during challenging moments.
Close and distance vision and ability to focus.

Nice To Haves

Experience in an educational, nonprofit, or similar setting.
Familiarity with Paycom.

Responsibilities

Ensure compliance with IEP documents and coordinate prescriptions required to maintain mandated services and comply with Medicaid regulations.
Coordinate team meetings throughout the year and maintain the school calendar.
Liaise with DOE, SCE, CPSE, and districts regarding related services, annual reviews, and quarterly reviews.
Coordinate Turning 3 intakes.
Follow HeartShare policies and procedures and learn and master the software systems and technology used by HeartShare Education.
Serve as the primary liaison among the bus company, parents, and school administration, resolving transportation-related issues.
Monitor bus routes for timely arrivals and departures and update and verify addresses for accurate routing.
Enter and update system information, including school start dates, parent details, and student rosters.
Keep school staff informed about bus schedules, routes, and changes affecting classes.
Create student name tags to support bus boarding and identification.
Organize and conduct bus evacuation drills.
Receive and direct telephone calls, relay messages, answer parents’ inquiries, and notify parents about upcoming CPSE/CSE meetings.
Communicate with CPSE to schedule screenings and collect enrollment paperwork.
Welcome visitors, ensure they sign the visitor log, and notify the staff member they are visiting.
Provide first attendance dates to CPSE administrators and update and provide attendance records for CMR compliance.
Update class lists and staff rosters as needed.
Order classroom and office supplies, prepare purchase orders, coordinate bussing, and communicate daily with the bus company.
Manage petty cash.
Establish, maintain, and update program staff and student files and medical records.
Complete typing, paperwork, data entry, and filing promptly, including assignments from the Program Director.
Translate correspondence for Spanish-speaking families.
Participate in required in-service training and on-site workshops and attend external training at the direction of the direct supervisor.
Maintain current records of staff DOH-mandated training.
Follow agency, state, and federal regulations to maintain HIPAA compliance and protect participant confidentiality.
Perform other job-related duties consistent with the scope and level of the position and applicable laws, regulations, and organizational policies.

Benefits

Paid vacation, sick, and personal days, and holidays.
403(b) retirement plan with employer contribution.
Health, dental, vision, and life insurance.
Employee Assistance Program (EAP).
Flexible spending accounts for dependent care, medical expenses, parking, and transit.
Employee appreciation programs and events.
Tuition assistance program.
Professional development opportunities.
Gympass discount.
Verizon Wireless discount.
BJ’s membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates, and more.