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Office Administrator - White Plains Campus

Elizabeth Seton Children’s • White Plains • Full-time

$60,000

per year

Compliance Payroll Management Administrative Support Office Administrator School Operations

Job Description

Responsibilities

OFFICE ADMINSTRATOR

Purpose of Your Position

This is a salaried exempt managerial position that has discretion to make decisions and has access to confidential employee and business information. Manage day to day activities of the Administration Office with discretion and professional demeanor to ensure efficient and effective school operations. Provide administrative support on a daily basis to Principal, Human Resources and other assigned School Leaders as needed. Oversee the processes for Early Intervention evaluations in accordance with New York State Department of Health Regulations. Insure that all evaluations for physiatry and assistive technology are scheduled timely by Intake Coordinator and the documentation and data entry is completed for timely reimbursement and compliance with regulations.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Understands ESCC Mission and Core Values and incorporates values into daily practice.

Use independent judgment and exercise discretion to perform office management and administrative tasks to ensure maximum efficiency of daily operations of the School; handle and prioritize multiple projects simultaneously to ensure accurate and timely task completion; utilize updated technology to improve administrative support.

Supervise Student Records/Intake Coordinator to insure timely and accurate completion of direct job functions.

Maintain accurate and updated annual inspection books and contract books. This would include college contracts as well as School district contracts.

Perform duties of a confidential and sensitive nature such as managing time and attendance and payroll records for supervised employees. Notify payroll department of any errors that were made. Maintain payroll files.

Maintain purchase order requests from ordering supplies, receiving copy of PO, processing invoices to be paid. When orders are delivered, packing slips need to be reviewed for accuracy and then sent to the purchasing department for their records. Keep purchase order log in an excel spreadsheet.

Serve as primary liaison for School with Payroll and Purchasing Departments; participates as a member of the Health and Safety Committee and Parent Association meetings to accurately and timely record minutes for documentation.

Coordinate all maintenance and repair activities with the Facility Superintendent and keep binders with the work orders. Upload completed work orders to the shared drive. Acts as primary contact person for all facility vendors to set up appointments and track visits and billing.

Prepare check requests for invoices, outstanding mileage reimbursements and any other reimbursements that are due for staff members (ie continuing education check requests) and keep log in excel spreadsheet.

Coordinate documentation for projects including, but not limited to:

Regulatory site visits
School Age Contracts
Tuition and IDEA contracts
Vendor Contracts/Agreements
Putnam County Contacts

Collaborate with Corporate Compliance Officer and VP of Engineering to ensure that contracts etc. are reviewed and sent timely to CEO/designee for signature.

Carry out standards for customer service; quality improvement; professional development; environmental, safety and infection control practices; confidentiality, corporate compliance and all other Elizabeth Seton Children’s School policies and procedures; attend all mandatory in-services to ensure regulatory compliance and best practices in working with students and their families.

Box up records that can be stored in our outside storage area. Once the records can be sent to long term storage, add box numbers and descriptions to a spreadsheet and coordinate that spreadsheet with Yonkers.

Process mail and maintain postage and copy machines, calling the leasing company for copier repairs; responsible for ordering supplies and keeping copier alcove neat and organized; ensure back up staff are trained to perform function in absence.

Administrate Seesaw – set up new accounts for teachers; archive children at end of school year; utilize HELP option under admin tools for trouble shooting;

- Manage all user accounts and input data in timely, accurate manner.
- Administrate Blackboard Connect – maintain student data base for each year as well as staff database. Utilize to send out notices to parents as well as staff members.
- Storm Report – in the case of a school closure due to inclement weather, responsible for adding our school to the closure list of the local radio station as well as sending out Seesaw and Blackboard Connect notifications to parents.

Perform other critical tasks to support the operations of the school as assigned by Principal.

Qualifications

Education Requirements:

Bachelor’s degree preferred or
Minimum 2 years college or equivalent

Experience

Position Requirements

Experience:

Previous supervisory experience preferred
Minimum 4 years of general administrative support experience and 2 years of executive office experience
Competent PC skills, including word processing, spreadsheets, PowerPoint and database software (Microsoft office environment)

Employee Requirements:

Strong communication skills (verbal and written); good problem-solving skills; strong organizational skills; ability to relate to families and work collaboratively with other agency representatives
Demonstrate excellent time management, prioritization skills and ability to handle multiple projects simultaneously.
Must be able to read, write, speak, and understand the English language fluently
Must meet or exceed all health standards and requirements for the position as established by NYDOH and all other regulatory agencies
Must meet the general health requirements set fourth by the policies of Coleman School which includes a medical and physical examination
Must be able to push, pull, move, and/or lift a minimum of thirty-five (35) pounds
Perform tasks that may involve exposure to the children’s blood/body fluids
Must be able to assist in the evacuation of children if necessary
Must hold valid drivers license and be able to travel safely throughout community

Working Conditions:

Will work in a well-lighted and ventilated area
Will be subject to frequent interruptions
May be asked to work beyond normal working hours, and in other positions temporarily, when necessary

Salary Range:

$60,000/Yr. To $65,000/Yr.