Administrative Services Supervisor jobs in Portsmouth, NH

JobID: 1377

Position Type:
Secretarial/Clerical

Date Posted:
12/29/2023

Location:
SAU 16 Central Office

Date Available:
As soon as possible

Closing Date:
Until filled

POSITION PURPOSE

Under the direct supervision of an assistant superintendent/director of student services at SAU 16, provide clerical and administrative assistance; convey information regarding student services in SAU 16; manage grants for seven school districts; and support the broad array of services provided to and with students, parents, instructional and support employees and community service providers.

ESSENTIAL CORE VALUES

• Is student-centered and believes all students can learn at high levels.
• Believes that helping all students grow socially, emotionally, and mentally well is important to the process of academic rigor.
• Believes in encouraging diverse thinking and seeking different perspectives from many different stakeholders.
• Appreciates and respects all beliefs and differences while working to provide harmony for those differences to coexist.

ESSENTIAL FUNCTIONS

• Provide executive assistant support for the SAU 16 Student Services Office by coordinating calendars, scheduling appointments and meetings while prioritizing requests, and organizing documents for records retention.
• Manage all Federal IDEA grants for seven (7) school districts by coordinating with the Assistant Superintendent, local Special Education Directors and SAU 16 Accountants.
• Support the Assistant Superintendent in budgeting (expenditures and transfers), budget encumbrances, invoicing, purchase requisitions and material orders.
• Process financial reimbursements such as Medicaid and Special Education Aid.
• Oversee communication and contracts between transportation companies and school district regarding school schedules and needs.
• Accurately enter and maintain student data and other requirements in the New Hampshire Special Education Information System (NHSEIS).
• Manage the logistical planning, coordination and execution of events occurring within Student Services.
• Maintain procedures related to Student Services.
• In partnership with the Assistant Superintendent, interpret federal and NH state special education rules, regulations, laws, and procedures in order to meet mandated deadlines.
• Secure and support the maintenance of confidential student records in accordance with SAU/District policy and applicable laws.
• Create reports and presentations, as needed.

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the office.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
SKILLS, KNOWLEDGE, ABILITIES

• SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include:
  • working with third party vendors to meet the needs of schools and students;
  • operating standard office equipment, including using job related software applications;
  • being proficient with various technology platforms including, but not limited to Microsoft programs, Google Suite, and financial software platforms such as ERP Pro or Tyler Profund;
  • preparing and maintaining accurate records;
  • maintaining strong interpersonal communication skills;
  • detailed attention and ability to multitask including organizing and filing skills; and
  • planning and managing projects.
• KNOWLEDGE is required to:
  • understand positive office culture practices and procedures;
  • understand basic budgeting and purchasing processes;
  • perform basic math, including calculations using fractions, percents, and/or ratios;
  • understand concepts of grammar and punctuation;
  • read a variety of manuals, write documents following prescribed formats, and/or present information to others; and
  • understand complex, multi-step written and oral instructions.
• ABILITY is required to
  • maintain confidentiality;
  • plan and organize workflow, schedules, and procedures for administrative staff to meet deadlines and schedules;
  • describe problems and work orally or in writing to supervisor as required;
  • carry our instructions furnished in written or oral form;
  • gather and/or collate data;
  • work flexibly with others in a variety of circumstances;
  • work and communicate with a wide diversity of individuals;
  • problem solve to identify issues and select action steps;
  • adapt to changing work priorities; and
  • work independently, in a fast pace environment with frequent interruptions.

QUALIFICATIONS PROFILE
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Associates degree in business, accounting or related field preferred.
• Successful experience working with student information systems, grants management systems and financial software preferred.
• Successful experience with school office management preferred.

WORKING ENVIRONMENT
Physical ability to perform the essential functions of the job as outlined above, in addition to the following:

While performing the duties of this job, the employee is frequently required to stand, walk and sit. The employee is regularly required to see, talk and hear. The employee is regularly required to use hands to manipulate, handle or feel. The employee is occasionally required to reach with hands and arms, climb steps, stoop, kneel or crouch. The employee must occasionally move equipment and/or supplies. Employee is occasionally required to drive. The employee is regularly required to handle stressful situations and resolve conflicts. For the most part, the job is performed in an office setting. The noise level is that of a typical office setting.

SAU 16 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, national origin, gender, sex, sexual orientation, religion, nationality, ethnic origins, country of origin, economic status, status as a victim of domestic violence, harassment sexual assault, or stalking, disability, age or other protected classes under applicable law.

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