Administrative Assistant Community Education

SUMMARY: The Administrative Assistant manages all accounting, billings and receipts for the Reading Community Education Department. This position supports registration and customer service for all programs. The incumbent must possess excellent customer service skills, have the ability to work cooperatively and collaboratively with parents and children and a genuine desire to communicate with others as part of a team. This position will require the ability to express ideas, information, orally or in writing, in a clear, concise and understanding manner. This position requires the ability to proactively problem-solve, work independently, and be self- motivated.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. Other duties may be assigned.

General Responsibilities:

• Communicate with families to ensure accurate and timely payments
• Record all cash, check and credit card payments and deposits
• Verify discrepancies and resolve billing issues
• Track and process accounts and incoming payments in compliance with Town financial policies and procedures
• Process weekly payroll (2 Batches) for bi-weekly payroll
• Prepare weekly check and cash deposits for processing by the Finance Office
• Process refund request weekly or as necessary
• Generate reports detailing accounts receivable status
• Communicate with families regarding overdue accounts and resolve issues.
• Assist with Data Entry for all programs (BASE, Driver's Education and Adult Education)
• Monitor monthly tuition billings
• Maintain Daily Deposits in MUNIS
• Generate FSA (Flexible Spending Account) letters as needed for families
• Fill out required FSA Forms for families
• Adjust accounts for all schedule changes and rebilling for said changes
• Review discrepancies and resolve billing issues
• Cross reference time sheets to report payroll by site
• Process all supply requests and input into MUNIS
• Process converted Requisition Orders and direct order with vendors
• Maintain all Purchase Orders for billing
• Organize and process all Annual Registration Packets
• Input all Student information into Child Care Manager
• Manage the Financial Aid Process with families and Child Care
• Keep account of all Financial Aid by source
• Process end of year Tax Statement for all families

Other Office Duties

• Greets customers when they enter office
• Answers telephones and provide customer service as needed
• Assists with ordering of office supplies

SUPERVISORY RESPONSIBILITIES: Exercises no supervision.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. The Superintendent may waive or modify the qualification requirements.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Basic understanding of child development theory and principles
• Demonstrate an understanding, patient, and receptive attitude toward children
• Ability to carry out assigned duties safely and effectively
• Ability to successfully use behavior management techniques
• Ability to successfully complete basic first aid, CPR, and other required training
• Basic clerical and record keeping skills
• Ability to operate a computer and related software including but not limited to Microsoft Office Suite, MyRec Registration Software, MUNIS
• Ability to develop effective working relationships with students, staff and the school community
• Ability to communicate clearly and concisely both in oral and written form
• Understand confidentiality requirements regarding student academic, special education, and medical records
• Understand responsibilities as a mandated reporter under state law
• Ability to implement emergency preparedness procedures when circumstances require
• Ability to perform duties with awareness of all district requirements and Board of Education policies

EDUCATION/EXPERIENCE:

High school diploma or general education degree (GED) required; associates degree or above preferred. Secretarial/office management skills with related experience a plus.

LICENSES/CERTIFICATIONS:

Possession of, or ability to obtain, CPR and first aid certifications.

PHYSICAL DEMANDS:

The employee must be able to remain stationary for extended periods and occasionally move throughout the school building as needed. Regular use of hands for typing, handling objects, and operating tools is required, along with sufficient grip strength for various tasks. The role involves frequent use of a computer and standard office equipment such as a calculator, copier, and printer. The employee must be able to enter data, read from screens, and review handwritten or printed materials, with or without visual aids. Clear and effective communication with students, parents, and colleagues-both in person and over the phone-is essential. Strong visual and auditory awareness is necessary to ensure student safety and provide meaningful feedback to instructional staff.

WORK ENVIRONMENT:

The employee will be working in a normal school environment with an acceptable level of noise. The employee interacts with students, parents and other staff members and occasionally must meet multiple demands from several people. While the majority of the work day is spent inside, the employee must spend time outdoors for recess, fire drills, and special activities.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

Position Type:Full Time

Salary:

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Equal Opportunity Employer

Reading Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.