[Hiring] Executive Assistant @Connections Academy

Role Description

Working from home, the Executive Administrative Assistant is primarily responsible for meeting monthly billing/accounting deadlines and billing partners in a timely manner. Other administrative tasks of the school include assisting the leadership team with administrative tasks and other duties as assigned. The Executive Administrative Assistant will be responsible for the following:

• Following billing procedures as outlined by state guidelines, Pearson Virtual Schools, and the School Leader;
• Outbound communication via phone, online chat, and email with various stakeholders;
• Arrange state test site rental with external vendors;
• Manage billing and costs for state testing;
• Make all arrangements for school staff travel, including hotel, car rental, conference registration;
• Provide staff with information and training related to individual expense reporting;
• Manage, train, and support administrative assistants who report to the office;
• Oversee the daily work of the office team, including, but not limited to records management, coordinating event logistics, enrollment tasks, withdrawal processing, processing transcript requests, receiving and sending student portfolios, communicating with staff and families;
• Work in collaboration with PVS Teams, such as State Reporting and Compliance to ensure required data (ex. Immunization Records) are entered into various school and district information systems in an accurate and timely manner;
• Create and update school Standard Operating Procedures;
• Work directly with PVS Teams, such as Facilities and the Academy’s Property Manager;
• Responsible for managing school phone system;
• Accountable for mail and voicemail that comes into the office;
• Maintain and update the Office Emergency Plan;
• Assist School Leadership Team as needed with daily tasks and projects;
• Assist families and school stakeholders with questions both on the phone and in the office;
• Additional duties as assigned.

Qualifications

• Associate degree or higher preferred;
• Strong ability for reporting accuracy;
• Knowledge of state and reporting systems;
• Ability to understand all components of billing, receiving payments, general accounting;
• Proficiency with Microsoft Office tools and web-based applications is essential;
• Intermediate or higher skill level in MS Excel;
• Proficiency with Google Applications (Mail, Calendar, Drive, Chat, Documents, etc.);
• Ability to multitask in a fast-paced environment;
• Ability to maintain privacy and confidentiality (FERPA);
• Good interpersonal skills and attention to detail;
• Excellent communication skills, both oral and written;
• Customer-focused approach;
• High degree of flexibility;
• Demonstrated ability to work well in a fast-paced team environment;
• Experience in K-12 education and/or State educational reporting a plus;
• Preferred: experience with computer-based Information Systems;
• Travel and attendance at in-person events, including State Testing is required throughout the school year, as determined by the school. This may require overnight travel;
• Must be able to use a personal electronic device and email address for two-step authentication.