Administrative Assistant (Curriculum and Instruction/Reception)

JOB TITLE: Administrative Assistant (Curriculum and Instruction/Reception) (AACIR)

REPORTS TO: Director of Curriculum & Instruction (DOC)/Director of Finance (DOF)

APPROVED BY: Superintendent of Schools

UPDATED: 3/2024

FLSA STATUS: Non-Exempt

POSITION OBJECTIVES: This shared position reports to the Director of Curriculum & Instruction (DOC) and the Director of Finance (DOF) for the below-mentioned duties. Flexibility in the AACIR’s schedule will be required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The core responsibilities for this position include working with the DOC to support the major functions of the C&I office. Purchasing and Grant compliance will also be part of the core duties. This position will also share in the rotation of front desk reception. All responsibilities of the AACIR are with support from and in coordination with the Directors. Essential skills for this position include strong and positive communication skills, basic technology skills, a high level of organization, the ability to work independently, and a desire to learn and take on new tasks and responsibilities. This position requires that the information about all students, personnel, and data be kept confidential at all times. This shared position requires flexibility, a growth mindset, and a positive attitude!

ADMINISTRATIVE ASSISTANT FOR THE CURRICULUM AND INSTRUCTION OFFICE

• Manage communication with staff on behalf of C&I office
• Organization of system (handbook, letters, stipend agreements, documentation, etc.)
• Budget Management, communication with the business office

• Contracts secured with facilitators, following grant procedures
• Communication - teachers, school staff, consultants
• Organization of all event planning (with support from C&I)
• Materials order and preparation
• Agenda preparation & Minute taking, as appropriate
• Updating C&I website

• Copying, printing, projects, etc.
• Document Creation (letters, certificates, etc.)
• Spreadsheets to manage data and information
• Creating and managing an electronic system for archived data
• Invoicing, Purchase Orders, and reconciliation of orders
• Complete special projects as requested
• Support Academic Support Team teachers, as requested
• Post job openings on School Spring and other sites

• Manage correspondence with candidates, committee members, etc.
• Organize the process for hiring (scheduling, communication, etc.)
• Procurement for all purchases through Federal, State, and Local Grants
• Invoicing, Purchase Orders, and reconciliation of orders
• Collection of evidence for CFP and completion of annual reporting (coordinated effort with DOC)
• Manage correspondence with Independent Schools / Equitable Services
• Communication with consultants, administrators, participants, etc.
• Collection of Federal Time Documentation
• Adhering to grant timelines and reporting requirements
• Grant writing when applicable
• Review new grant opportunities for cost/reward analysis
• Work with Data Specialist on Data Gathering for Reporting

• Student data collection

Reception Duties As Part of the Rotation

• Effectively operates the central office switchboard and answers incoming calls on the main default line; greets, screens and assists callers; redirects callers as necessary; takes and delivers messages indicating date and time of call, caller's name, return phone number, and reason for call.
• Greets and assists visitors and guests of the central office. Notifies appropriate staff member of visitor(s) and routes visitor to appropriate staff member if available. Re-routes/re-directs visitors if a staff member is not available, or takes a detailed message.
• Provides directions and standard information to callers or visitors upon request including forms, brochures, copies of policies and procedures, board agendas, and other public documents/information.
• Maintains general knowledge and understanding of other departments within the WCSU to effectively answer basic questions; to properly and efficiently direct callers and visitors; and to provide effective clerical support to other offices within the WCSU.

• Distributes and/or collects forms, correspondences and other materials as requested by the Executive Assistant to the Superintendent.
• Orders and stocks appropriate levels of office supplies and materials, and copier room supplies; performs weekly audits of inventory levels and places orders as needed; creates requisitions for the payment of invoices; orders equipment and special printing projects or supplies as requested.

Other duties, as assigned.

SUPERVISION RECEIVED:

Reports to, evaluated by, and receives technical direction and oversight from the Director of Curriculum and Instruction in collaboration with school Principals.

SUPERVISORY RESPONSIBILITIES: This position does not include supervisory duties.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Have experience and demonstrate proficiency in pedagogical understanding of best teaching practices and best learning strategies that engage all students in learning; in-depth knowledge of instructional methodologies that combine content instruction and literacy instruction for all students of all abilities; a strong background in reading, writing, and other literacy skills; experience in leading teacher groups, individualized teacher instruction, and providing a wide range of classroom supports; ability to model instructional techniques, to observe classes, and to provide feedback in a collaborative and supportive manner.
• Education and Experience. Bachelor’s degree in education or other appropriate discipline plus three years of relevant experience, or a combination of education and experience from which comparable knowledge and skills are acquired is required.

• Certifications and Licenses. Holds or is eligible to hold a Vermont Professional Educator’s License. Holds or is eligible for the appropriate endorsement(s) for assignment.

• Language Skills. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

• Mathematical Skills. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

• Computer Skills and Experience. Excellent basic computer skills and understanding of the integration of academic technology strategies required.
• Reasoning Ability/Mental Requirements. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

• Communication & Interpersonal Skills. Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.

• Additional Competencies. The individual in this position must possess the following:

• Dependability – being reliable, punctual, responsible and fulfilling obligations.
• Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
• Attention to Detail – being careful about detail and thorough in completing work tasks.
• Integrity – being honest and ethical.
• Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
• Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
• Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.

PHYSICAL EFFORT AND STRESS. Employee must have the physical ability to perform the essential functions of the job as outlined above, in addition to the following (Frequency Codes described below):