TITLE:  Administrative Assistant to the Young Eagles Program

MINIMUM QUALIFICATIONS:  High School diploma with proven abilities in bookkeeping and office procedures

IMMEDIATE SUPERVISOR:  Young Eagles Program Supervisor

TERMS OF EMPLOYMENT:  12-Month Position (29.5-35 hours per week)

FUNCTION:  To provide Administrative Assistant services associated with operating the Young Eagles Program for the West Deptford School District; keep Program Supervisor informed of all critical information.

EVALUATION:  Performance in this job will be evaluated annually by the Program Supervisor in conjunction with the Director of Technology & Special Projects.

DUTIES AND RESPONSIBILITIES

Administrative Assistant to the Young Eagles Program

-Act as a liaison between YEP sites, Program Supervisor and Director of Technology & Special Projects.

-Register all students for the program.  This involves:

• Creating payer account within ProCare
• Enrolling students into classroom/school
• Set up ledger card and billing box
• Assigning daily schedule
• Creating secondary ledger card for subsidized account

-Keep track of the number of students at each site. If warranted, create and maintain waiting list(s) for any school(s) who have reached capacity. Maintain all enrollment information for each site.

-Maintain reports within ProCare and PowerSchool on student enrollment by building.

-Post bi-weekly tuition to ProCare.

-Post all information for each student to said account. Show all balances due and payments received including check number and date.

-Responsible to maintain and reconcile petty cash accounts.

-Make bank deposits: photocopy all incoming checks, alphabetize all checks separately according to site, run a tape for total, list all checks on deposit ticket and run a tape, post checks on master computer sheet and run a total, take deposit to the bank.

-Send out notifications of delinquency to parents that are in arrears.

-Responsible for billing and collecting funds from Rutgers (State agency) and work payments (from companies).

-Complete end-of-year reconciliation of each student’s account, list accounts with discrepancies, and send out notifications accordingly.

-Prepare all accounts and paperwork for the yearly audit by the current auditing firm.

-Oversee YEP budget, order supplies, and create payments by check. Responsible to create purchase orders as needed.

-Notify the Transportation Office of students needing to be transported from one school to another and on which days to expect the student.

-Oversee processing of new staff, Junior Care Providers and Substitutes.

-Oversee attendance for YEP employees, call subs when needed and review all time cards before sending to Payroll Department.

-Arrange for First Aid/CPR training for YEP Staff on an annual basis, as well as all additional NJ Office of Licensing Trainings (NJOOL) as required.

-Provide essential personnel with an updated list of staff, listing the school in which they work, along with their current address and phone number.

-Answer all phone calls from parents and staff regarding the Young Eagles Program, forwarding to Supervisor when necessary.

-Prepare and submit board motions as needed for the monthly BOE meetings (annual rehire list, hiring of new staff, program handbook, etc.).

-Update student registration packets annually and give to each site by mid-spring for early registration.

-Update employee handbook; distribute to YEP staff and collect and maintain signed forms on yearly basis.

-Assume other duties and all other clerical responsibilities incidental of the office or as assigned by the YEP Supervisor and/or Director of Technology & Special Projects.