Administrative Assistance

Central Montana Learning Resource Center CooperativeJob DescriptionJob Title: ADMINISTRATIVE ASSISTANTReports To: DirectorDate: December 12, 2023FTE: .
6Starting Wage: $17.
61/hourSUMMARY: To assist the CMLRCC staff with their duties, to assist the CMLRCC Director and Staff with secretarial duties efficiently and accurately, to be courteous, friendly and cooperative to all persons contacted in the performance of these duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
General Office duties: a.
Obtains, gathers, and organizes pertinent data as needed and puts into usable formb.
Oversees the copier machine, printers on maintenance agreements, postage meter and shredderc.
Maintains and coordinates multiple calendarsd.
Familiar with Staff Schedules and serves as staff liaisone.
Reviews and checks documents and information for accuracyf.
Prepares and delivers outgoing mail and distributes incoming mail and correspondenceg.
Makes copies of correspondence and other printed matter (including board agenda)h.
Maintains petty cashi.
Places and receives telephone calls and records messagesStudent records: a.
Receives and processes all student referrals, re-evaluations, and other evaluationsb.
Reviews student files for basic compliance.
c.
Assembles, maintains and updates student files for all cooperative schoolsd.
Performs other duties as required to coordinate delivery of servicese.
Schedules and maintains a record of destruction of student files and Medicaid files according to Federal law, including advertising notices and destructionFleet Operations and Maintenance: a.
Schedules cars for staffb.
Schedules cars for general maintenance and repairsc.
Assists in the transporting of vehicles to and from places of maintenance/repairsd.
Maintains emergency equipment and survival kitse.
Maintains vehicle mileage logs for staff assignment and long range planningf.
Prepares vehicle packetsg.
Registers newly purchased vehiclesh.
Arranges summer car storageSupplies and materials: a.
Maintains and orders office suppliesb.
Maintains CMLRCC instructional and support materialsc.
Oversees cataloging and check-in/check-out system, including equipment in storage unitScreenings: a.
Schedules hearing screening in the fallb.
Organizes Child Findc.
Serves as liaison for staff, schools, and agency personnel for related mattersd.
Assembles and distributes screening packets and test materialse.
Uses Google Docs and Google Sheets to share paperwork within the Cooperative Districts and Cooperative Stafff.
Maintains a record of all screeningsg.
Schedules maintenance of hearing equipment (calibrating, repairs, etc.
)Training Activities: a.
Supports CMLRCC training events, secures location, assists with equipment needs, copying and refreshmentsThe above performance responsibilities are not all inclusive and may be altered or added to by the Director of the Central Montana Learning Resource Center Cooperative.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Bachelor of Science degree in a business related field.
Prior office work experience preferred.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of general accounting procedures, general management practices, general office practices and procedures, and network systems.
Skills in use of computers, Windows based software programs, advanced accounting software, and strong skills in the use of spreadsheets.
Abilities to use basic office equipment: copy machine, calculator, fax machine, multi-line telephone system, and postage machine.
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routines and correspondence.
Ability to speak effectively with groups of customers or employees of organizations.
MATHEMATICAL SKILLS: Ability to add and subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
TECHNOLOGY SKILLS: The work environment has increasingly become technology driven.
Central Montana Learning Resource Center Cooperative expects staff to meet reasonable expectations in the use of computers and other technology.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS: The physical demands described here are representative of those that might be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing duties of this job, the employee is regularly required to stand; walk; sit; use hands or fingers, handle, or feel; reach with hands and arms; and talk or hear.
The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.
The noise level in the work environment is usually moderate.
PERSONAL CHARACTERISTICS: Employees of CMLRCC must exhibit acceptable work habits and perform tasks in a professional manner by adhering to the following guidelines: Maintain proper grooming and dress consistent with the type of task being performed; be regular in attendance and punctual for work; initiate tasks in a self-directed manner and perform work with a minimum of supervision; organize work and manage time to achieve efficiency and high quality of work; perform tasks neatly and accurately in accordance with desired quality and quantity; provide positive feedback for supervisor(s) for implementing ideas which will make the work assigned more effective and efficient; maintain self-control and a friendly, outgoing disposition; and maintain confidentiality of work matters as applicable.
DRUG FREE WORKPLACE: Screening tests for alcohol and illegal drug use may be required before hiring and during your employment at the Central Montana Learning Resource Center Cooperative.
Employees of the Central Montana Learning Resource Center Cooperative must submit to a fingerprint criminal background check.
Any appointment will be contingent upon the results of the criminal background report received from the Department of Justice, which must be acceptable to the Board, in its sole discretion.
EVALUATION: Performance of this job will be evaluated in accordance with CMLRCCs provisions for the evaluation of personnel.