ADMINISTRATIVE SERVICES COORDINATOR II
Special Education / Montgomery County - Maryland

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JOB ID 63141

In accordance with the needs of the ages of the population served by KKI, the Administrative Services Coordinator II will fulfill a key role in the operations of the Montgomery County program in the Special Education department. The Administrative Services Coordinator will also assist the program’s Director and general management as needed and must maintain accuracy and ensure confidentiality of all student, financial, and personnel information accessible to this position.

Responsibilities:

  • Develop and maintain systems for collecting program data, including student attendance data, including student directory information, achievement and other educational data, and student records daily. Report absentee patterns to ACT and forward necessary paperwork to Local School Systems.
  • Develop and manage a system for collecting staff information, including directory information, certification information, human resources, and other data as needed.
  • Develop and monitor a system for managing the fiscal status of the project, including budget and expenditure reports, inventories, and purchasing information.
  • Manage the day to day office operations of the school and provide administrative and clinical support. This includes, but not limited to, keeping accurate telephone messages and relaying the messages to the proper person, ordering and distributing supplies, coordinating reimbursements, etc.
  • Provide direct administrative support to Administration and staff with daily responsibilities to include, but not limited to: typing/preparing correspondence, copying, scheduling meetings, taking minutes at meetings, and assisting in employment verification for potential employees. Provide administrative assistance to other staff and outside contacts
  • Provide direct support to the Program coordinator to facilitate ACT functions (i.e., scheduling meetings; copying, filing and mailing paperwork for IEP’s and quarterly reports; conducting tours for the families of potential students; maintain ongoing communication with the ACT office to accurately represent the status of student placement to the Business Office).
  • Greet parents/guardians, students, visitors, and Institute staff in a professional and friendly manner displaying tact, patience, and courtesy.
  • Coordinate submission of documents for employment, certification, fingerprints, payroll, and other human resource and business office needs.
  • Maintain staff workroom (mailboxes, copy machine supplies, etc.) and coffee service area (order coffee, sugars, creamers, cups, etc.).
  • Prepare biweekly payroll and provide staff attendance reports for supervisors as requested, maintaining documentation from staff and supervisors regarding payroll (schedule modification forms, e-mails, staff sign in/out sheets, etc.)
  • Assist the Director, Program Coordinator, and Teachers in department orientation for new employees (i.e., prepare New Employee Manual, conduct tour of workplace, provide training on phone, fax and copier, facilitate email and network access, create new employee file, create new employee mailbox).
  • Assist with planning and organizing office moves or growth and expansion.
  • Will be required to maintain spreadsheets, databases, and other systems as needed to track department information and data. May be required to assist in the development of data tracking systems.


  • Qualifications:

    EDUCATION:

    High School diploma required, Associate’s Degree in Business Administration or Secretarial science preferred.

    EXPERIENCE:

    At least three years of previous administrative experience is required.

    Office management experience, with management of interrelated databases preferred.