Overview
Special Education Administrative Assistant Jobs in Lexington, MA at Iowa City Community School District
Brief Position Description:The Office Administrator oversees critical financial operations, procurement workflows, office and HR processes, and service coordination functions to maintain accuracy, compliance, and efficiency across the organization’s systems QuickBooks, Workspace, and Teams.
Responsibilities:
Accounts Payable
Pay bills and issue payments to vendors per agreed terms.
Reconcile bank statements and entries in QuickBooks daily.
Input and code vendor statements and invoices accurately.
Prepare and review Profit & Loss statements and Balance Sheets monthly.
Deposit checks and remittances promptly.
Apply payments to outstanding invoices and mark statuses.
Correct and update QuickBooks transactions to ensure data integrity.
Purchasing Agent
Create, distribute, and track purchase orders to vendors.
Request materials and supplies via email; confirm and monitor delivery.
Document purchase statuses and notes on Monday.com.
Manage returns, credit memos, and vendor adjustments.
Office Administration
Maintain accurate project records, statuses, and Job Costing records in QuickBooks.
Ensure inspections and compliance documents are uploaded to client portals.
Ensure the team sends a portal link when sending reports to clients.
Oversee health and organization of Monday.com boards.
Answer office phone calls and ensure the team answers emails within 24 hours.
Manage office supplies and maintain a presentable workspace.
Monitor team job-costing entries and correct address data in QuickBooks to ensure smooth QuickBooks Time Tracking.
Generate monthly Core Capital reports.
Ensure the team completes To Do’s within 24 hours.
Verify workorder sign‑off prior to project completion to ensure quality control.
Ensure the team is following Uniform Protocol.
Human Resources
Process new hire documentation and orientation materials.
Post job openings (e.g., on Indeed) and screen applicant submissions.
Process employee timesheets and payroll.
Ensure signed employee handbook and policy acknowledgments are filed.
Maintain accurate personnel records and compliance documentation.
Service Manager Support
Coordinate daily dispatch reports with Service Supervisors.
Monitor and respond to service-related emails when supervisors are unavailable.
Ensure service reports are signed off before customer delivery to ensure quality control.
Requirements:
Proficiency with QuickBooks (Online/Desktop) and Monday.com (or similar PM/ERP systems).
Exceptional attention to detail, accuracy in data entry, and financial analysis.
Strong written and verbal communication skills for vendor, team, and client interactions.
Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Demonstrated organizational skills with a focus on process improvement and system optimization.
Job Type: Full-time
Pay: $18.00 – $20.00 per hour
Expected hours: 40 per week
Benefits:
Paid time off
Schedule:
8 hour shift
Day shift
Morning shift
No nights
No weekends
Work Location: In person
Show more
Title: Special Education Administrative Assistant
Company: Iowa City Community School District
Location: Lexington, MA
