Administrative Assistant to Director of Early Learning
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Summary of Position Responsibilities:
Supportive role to the Director of Early Learning and the smooth and efficient operation of the office. The Administrative Assistant is responsible for assisting the director in the planning, organization, coordination, administration, and management of the districts Early Learning department and programs. The position assists with creating a safe environment, monitoring budget development, and other duties associated with the successful operation of the Early Learning department.ACT 166 & Pre-k Record Keeping: Support families through the application process. Ensure compliance with ACT 166 rules and accuracy of ACT 166 invoices.
Create purchase orders for each Preschool partner program payment and send payments to the WSD Accounts Payable for timely payment each billing period.Keep detailed records of sent payments and withheld payments each payment period. Organize and coordinate annual screening for incoming preschool students with preschool teachers.Relocate Pre-k student files each summer to their new grade level/classroom.Prepare and review Pre-k contracts. Maintain accurate and current student/staff files, budget documentation, program records/handbooks, and licensing requirements documentation.Process, check-in, and distribute purchase orders for Pre-K. Maintain a checkbook for all in-house accounts for Pre-K.Coordinate information about the Placement Process for the following years class lists.Provide biannual information to all teachers regarding Parent/Teacher conferences.Prepare and distribute information for student First Day Packets.Coordinate and manage Pre-k transportation services, schedule, and staffing for the Winooski Early Childhood Program.Office Management: Assist director with program operations.
Generate and file reports requested by the director.Answer telephones and assist visitors with questions/concerns.Schedule appointments with/for the director.Maintain daily staff attendance sheets, request for leave forms, and submit to the Central Office weekly.Coordinate substitute coverage for staff.Maintain an inventory spreadsheet of all inventory in PreK and provide teachers with end-of-year inventory checklists.Photocopy, collate, label, and distribute a variety of written material.Assist with providing PreK information pertaining to the census report and Special Education Child Count.Work with administrative assistants across the district to ensure coherent practices and clear communication.Early Childhood Special Education (ECSE) Medicaid: Generate a caseload of Medicaid-eligible students for each EC Special Educator, determine what service is best to bill, and create corresponding Medicaid forms in EdDoc for Special Educators to complete each month. Ensure all necessary paperwork is on file and accurate for Medicaid billing. Including but not limited to, Release of Information, MRS form from physician, and IEP. Send out MRS to physicians after 3-year evaluations are complete and follow up as needed until the MRS form is received back.
Collect and bill pink and blue forms with each new IEP and Evaluation completed. Work with Special Educators to ensure all monthly Medicaid forms are completed.Create Levels of Care in EdDoc for all monthly Medicaid forms and bill them in the DXC software once complete. Attend yearly Medicaid meetings with the AOE to ensure best practices are being followed. Complete Medicaid audits and requests as needed by the AOE.
Set up and process new and exited special education students and complete corresponding paperworkAdministrative: Able to effectively manage and use a database program (ie: caseload, import/export files, generate reports as requested by Director, etc.)Demonstrate organizational skills.Maintain a neat and orderly office.Demonstrate ability to maintain confidentiality in relation to staff and students.Maintain a professional and positive office atmosphere.Create a welcoming climate in the office.Other duties may be assigned. Last Date For Apply: 2024-07-25 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEApply Here
