Secretary - Brookville, New York, United States

Overview · Perform moderately complex office duties with minimal supervision. Exercise judgment in selecting and applying established procedures correctly, and in determining when to refer problems to a supervisor. Act as liaison for Human Resources, billing and other administrat ...

Job description

Overview

Perform moderately complex office duties with minimal supervision. Exercise judgment in selecting and applying established procedures correctly, and in determining when to refer problems to a supervisor. Act as liaison for Human Resources, billing and other administrative support functions. Provide secretarial, receptionist, and clerical support, as well as coverage, for office staff as required.

Responsibilities

STANDARD 1: Professional Duties:

• Greet and assist parents, students, staff and visitors.
• Answer and direct telephone calls.
• Type various reports, letters, and other correspondence.
• File as needed and maintain office organization.
• Coordinate and manage bulk copying as needed.
• Perform data entry tasks as needed including maintaining and updating database information and generating reports as needed
• Maintain up to date staff contact information.
• Handle all incoming and outgoing mail.
• Provide coverage during staff absences or vacation.
• Provide basic technical support as needed.
• Manage calendars and schedule appointments.
• Support other office personnel as needed.
• Perform other related duties as assigned
• Address and refer concerns appropriately.

STANDARD 2: Functional Area Responsibilities or Specialized Duties that may be required:

• Purchasing & Inventory Management:
  • Oversee all purchasing functions including processing and tracking purchase orders, maintaining inventory of supplies and capital assets, coordinating with vendors, and ensuring compliance with agency asset management procedures.
• District & Student Coordination:
  • Manage the intake and record-keeping processes for student evaluations and IEPs. Coordinate CSE/CPSE meetings and district referrals, maintain student files, and ensure all documentation is accurate and up to date.
• Medicaid & Compliance Support:
  • Collect and manage documentation required for Medicaid billing and compliance. Maintain accurate attendance records in compliance with regulatory standards, liaise with districts, and ensure secure handling of student records.
• Administrative & Communication Support:
  • Provide clerical support including switchboard coverage, scheduling, and follow-up communications with staff, families, and district personnel. Ensure timely distribution of materials and support general office operations.

STANDARD 3: Professional Development:

• Participate in program wide activities and seek support to enhance knowledge in areas pertinent to students in the school.
• Attend and actively participate in required in-services and staff development and supervisory sessions as requested.

STANDARD 4: Adhere to general policies of the organization/regulators including:

• Code of Ethical conduct.
• Follow all emergency/disaster preparedness, prevention and response protocols and regulations.
• Complete in-service education program requirements.
• Comply with agency policies and procedures including but not limited to attendance, punctuality, appearance, appropriate demeanor for school setting, etc.
• Job-related self-development education activities.
• Follow infection control practices and procedures.
• Meet health requirements including annual physical examination and TB testing.

STANDARD 5: Performs other related duties as required.

• Demonstrate understanding and sensitivity to the needs of students, staff and visitors.
• Maintain confidentiality of all students, family, and staff information.
• Communicate courteously and respectfully with all stakeholders.
• Exhibit "At Your Service" attitude, i.e. smile, use positive eye contact, and be friendly, open, and approachable.
• Address and refer concerns appropriately.
• Demonstrate flexibility as well as the ability to handle numerous responsibilities.
• Take personal responsibility for the quality of services provided.

STANDARD 6: Professional Conduct

• Conduct self at all times in an appropriate manner for school environment.
• Adhere to program-specific policies and procedures.
• Serve as a role model, promote a positive, cooperative, team-oriented work environment
• Demonstrate understanding and sensitivity to the needs of students and visitors.
• Maintain confidentiality of all students, family, and staff information.
• Communicate courteously and respectfully with all stakeholders.
• Exhibit "At Your Service" attitude, i.e. smile, use positive eye contact, and be friendly, open, and approachable.
• Demonstrate flexibility as well as the ability to handle numerous responsibilities.
• Take personal responsibility for the quality of services provided.

STANDARD 7: Supervision

• Take an active role in supervision sessions by contributing ideas, asking questions, seeking clarification and implementation of recommendations.

STANDARD 8: Cultural Competencies

• Demonstrate the ability to communicate and effectively interact with people across cultures, ranges of disability, genders, ethnicity and races.
• Demonstrate the ability to recognize and manage personal behaviors to create an inclusive, equitable and welcoming environment.
• Demonstrate the ability to successfully deliver culturally responsive services to students and families.

Qualifications

• High School diploma or equivalent required; Associate degree preferred.
• Minimum of three (3) years of secretarial/receptionist experience required, preferably in a school setting.
• Must be detailed oriented, Proficient in all Microsoft Office Suite applications.
• Excellent oral, written and organizational skills.

Physical Demands/Work Environment:

• Physical aspects include but are not limited to prolonged periods of sitting and/or standing, reaching.
  
• Occasional light lifting and carrying.
  
• Utilization of standard office environment.