School Administrative Assistant

HEARTSHARE HUMAN SERVICES OF NEW YORK•New York, NY

1d•$22 - $24•Onsite

About The Position

The School Administrative Assistant in HeartShare’s Education Division provides administrative and operational support for the Preschool Program. The role manages records, correspondence, meetings, calendars, reports, program logistics, and communication with staff, students, families, government agencies, districts, and external partners. The position also coordinates transportation and related services, supports compliance and student safety, and helps maintain a productive and collaborative program environment. The assistant serves as a liaison among the bus company, parents, and school administration; monitors routes and updates routing and student information; communicates bus changes to staff; prepares student name tags; and coordinates bus evacuation drills. Other duties include answering and directing telephone calls, welcoming and signing in visitors, supporting enrollment and screening processes, providing attendance and first-attendance information, maintaining class lists and staff rosters, ordering supplies, handling purchase orders and petty cash, and keeping staff and student files and medical records current. The role supports compliance with IEP documentation, Medicaid requirements, CMR requirements, mandated services, agency procedures, and applicable privacy rules. It coordinates prescriptions and team meetings, communicates with DOE, SCE, CPSE, and districts regarding related services and annual or quarterly matters, and coordinates Turning-3 intakes. The assistant also translates correspondence for Spanish-speaking families, completes assigned typing, data entry, paperwork, and filing, and participates in required training and workshops.

Requirements

At least 1 year of experience in an administrative or office support role; experience in an educational, nonprofit, or similar setting is ideal.
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 provide professional, responsive support to students, staff, and external contacts.
Flexibility and adaptability to evolving division needs and additional responsibilities.
Ability to walk to and from locations in the building; may need to stoop, bend, and sometimes lift or push children’s wheelchairs.
Ability to use physical intervention techniques to assist children during challenging moments, if required.
Close and distance vision and the ability to focus.

Nice To Haves

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

Responsibilities

Ensure compliance with IEP documents and coordinate acquisition of prescriptions needed to maintain mandated services and comply with Medicaid regulations.
Coordinate team meetings and maintain the school calendar.
Liaise with DOE, SCE, CPSE, and districts regarding related services, annuals, and quarterlies.
Coordinate Turning-3 intakes.
Follow HeartShare policies and procedures and learn and use the software systems and technology used by the organization.
Serve as the primary liaison among the bus company, parents, and school administration to communicate and resolve issues.
Monitor bus routes, verify and update addresses, and communicate schedule or route changes to school staff.
Update system information, including school start dates and parent details, and maintain an accurate student roster.
Create student name tags and organize and conduct bus evacuation drills.
Receive and direct telephone calls, relay messages, answer parent inquiries, and notify parents of upcoming CPSE/CSE meetings.
Communicate with CPSE to schedule screenings and collect enrollment paperwork; provide first-attendance dates to CPSE administrators.
Welcome visitors, ensure they sign the visitor log, and contact the staff member they are visiting.
Update and provide attendance information for CMR compliance; maintain class lists and staff rosters.
Order classroom and office supplies, prepare purchase orders, coordinate bussing, and communicate with the bus company on a daily basis.
Handle petty cash and maintain current program staff and student files and medical records.
Complete assigned typing, paperwork, data entry, and filing promptly.
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 program HIPAA compliance and protect participant confidentiality.
Perform other job-related duties consistent with 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, 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.