Administrative Assistant

Alpine Learning Group

Paramus, NJ

Expired: February 24, 2023 Applications are no longer accepted.

Full-Time

Qualifications/Certificates:

Highschool or GED (Required)
Associates degree or higher in Business, Finance or Accounting (preferred)

Minimum Two years' relevant experience

Reports to: Business Manager

Job Requirements/Skills/Knowledge:

Be of good moral character
Good organizational skills; punctual
Good oral and written communication skills
Ability to perform tasks using math and technical information; collate and analyze data
Ability to adapt to changing priorities and deadlines
Ability to work as part of a team
Knowledge of Microsoft Word and Excel
Experience with accounting software systems (Netsuite preferred)
Ability to review and negotiate contracts with vendors
Ability to handle confidential information
40-hour week, generally 8:30 am - 4:30 pm

Clearances:

Compliance with Federal, State and NJDOE Personnel Code requirements, including but not limited to Mantoux TB test, Criminal History, Motor Vehicle Review and Citizenship Status

Working Environment/Physical Demands:

Routine physical activity associated with normal office environment including some lifting, carrying, pushing and/or pulling, filing, manual dexterity to use office equipment and operate computer keyboard. Generally, the job requires mostly sitting with some walking and standing.

Responsibilities:

Provides coverage for the Front Desk.
- Answers and routes incoming telephone calls.
- Greets and monitors visitors and parents following all security protocols.
- Assists staff in locating supplies and with general office inquiries.
- Posts mail and facilitates pick-up delivery of express mail services (e.g., UPS, Fed Ex).
- Signs for deliveries.
- Maintains and updates the bus monitor list daily
- Calls bus companies when they are late in arrival or pick-up
- Calls parents to advise them if students have been picked up late (3pm or later)
- Makes daily public address announcements for zone coverage and security drills
Accounts Payable
Reviews checks and submits for signature
Organizes periodic Open Houses
Maintains registration list and shares with Executive Director
Oversees all site preparation and event logistics
Prepares packets for visitors.
Helps set up the conference room
Ensures classroom signage is posted prior to visitor arrival
Greets and guides visitors
Assists with post-event site logistics and follow-up
Serve as Notary Public for agency
Provide administrative assistance to Executive Director and Director of Finance and Operations
Administrative Tasks for CEO
Maintains CEO's schedule
Schedules client consults and diagnostics appointments
Invoicing and collections for client consults and diagnostics
Maintains organizational chart
Administrative Tasks for Boards and Committees/ Director of Finance
Maintains updated agency distribution list for Boards of Directors and Committees
Maintains OnBoard access and calendar for Board and Committee Meetings
Takes minutes for board and committee meetings
Creates calendar invites and Zoom meeting links for Board and Committee meetings
Collects annual Conflict of Interest and Confidentiality forms for Board members
Other duties as assigned