POSITION SUMMARY:

The job of the Pittaway Administrative Assistant provides general clerical support, as well as centralizing responsibility for enrolling students into the Ashland Public Schools PreK program.
Ashland Public Schools is seeking a highly motivated and organized Administrative Assistant to support the Ashland Preschool program at the Pittaway School.
The ideal candidate is enthusiastic about working with young children and enjoys building positive relationships with families and staff in an early childhood education setting.
This position plays a key role in creating a welcoming, supportive, and efficient front office environment, helping to ensure a smooth and positive start for students and families as they begin their journey in Ashland Public Schools.

QUALIFICATIONS:

• An Associate’s or Bachelor’s Degree is preferred
• Prior experience as an administrative assistant and working in a school setting is preferred.
• Must have organizational systems and be detail-oriented.
• Knowledge of computer usage and modern office practices, including use of Google Suite (Docs, Spreadsheets, Slides, Calendars. Knowledge of iPass, Frontline, MUNIS, ProCare Accounting Software, and Raptor preferred.)
• Ability to communicate clearly and concisely in verbal and written form. Establish cooperative relationships in a calm and tactful manner.
• Effectively carry out oral and written directions,
• Neat, professional appearance, excellent customer service skills
• The capability to plan, create, and complete original work with little guidance or supervision.
• Ability to speak another language besides English preferred (Preferably Portuguese and/or Spanish)

• This position is multi-faceted and involves providing customer service, managing data systems, and other administrative duties.
• Ability to communicate, interact, and work effectively with all people, including those from diverse ethnic, cultural, linguistic, and educational backgrounds.
• Duties include, but are not limited to, providing customer service over the phone, in person, and by email to prospective families, currently enrolled families, and community members. Conducts PreK registration interviews, maintains and updates address change requests, including verifying required documentation and data, maintains shared document distribution, and tracks new PreK enrollments.
• Enrolls new students and obtains, verifies, and transmits student records, such as immunization records and general student data, in a confidential manner.
• Completes data entry for all new student enrollment records in the school district’s Student Information System database.
• Security: Helps to maintain a secure building by checking in visitors.
• Manages daily substitute teacher coverage. Checks staff absences and contacts substitute teachers to find coverage.
• Purchasing: Places requisitions for all supplies, prints purchase orders, and places orders.
• Manages Billing: Bills tuition-paying parents and tracks payments, charging late fees, sending statements, and following up on non-payments. Enters daily payments and reconciles amounts.
• Scheduling: Updating calendar events on the Pittaway web calendar and APS Master calendar, and daily scheduling of the Director and Early Childhood Coordinator.
• Daily Student Attendance: Enters daily absences, tardies, and dismissals in Ipass for students.
• Communication: Communicates upcoming events in the PreK for the parent newsletter and staff newsletter to the Director. Sends friendly reminders to parents with upcoming due dates regarding billing.
• Operate and maintain the district’s Professional Development site by entering all workshops/sessions and maintaining accurate teacher registration information.
• Attends meeting/training(s) as assigned (e.g., workshops, iPass training, in-services) for the purpose of conveying and/or gathering information required to perform functions.
• Maintain confidentiality per FERPA.
• Assists in other areas as assigned by the supervisor.