Education Records & Administration Specialist

Responsibilities

• Compliance Reporting

• Data Stewardship: Conduct careful quality control reviews of data forms to make sure every field meets internal and external standards before submission.
• Regulatory Submission: Manage the accurate and timely entry of verified data into information systems and internal tracking databases.
• Audit Readiness: Maintain organized digital and physical files so the organization is prepared for internal or external compliance audits.
• Correction Coordination: Act as the liaison between corporate administration and school sites, communicating with care and clarity to request needed corrections to documentation.
• Deadline Monitoring: Enforce strict statutory notification deadlines to ensure all parties involved are informed of events within a 24-hour window

Reception and Office Support

• Front Desk: Greet visitors and serve as the first point of contact for the corporate office.
• Phones and Mail: Answer and route incoming calls, and manage incoming mail and deliveries.

Additional Responsibilities

• Deposit Recording: Record daily deposits in Sage Intacct, following established procedures.
• Accounts Payable Coding: Code vendor invoices to the correct general ledger accounts, locations, and departments for review and approval.
• Documentation: Keep supporting documentation organized and help resolve basic vendor or deposit questions.
• Office Support: Assist corporate staff with additional duties as needed.

Qualifications

• High school diploma or equivalent required. An Associate's degree, or coursework in accounting or business, is preferred.
• 2 years of data entry, administrative, or bookkeeping experience preferred, ideally in a school, healthcare, nonprofit, or compliance setting.
• Proficiency with Google Workspace (Sheets, Gmail, Drive) and secure online portals.
• Strong attention to detail and the ability to spot missing or inconsistent information.
• Clear, courteous written and verbal communication, including persistent but professional follow-up with school staff.
• Ability to manage daily deadlines across several responsibilities, prioritize, and work independently.
• Familiarity with FERPA and records confidentiality practices preferred.
• Basic bookkeeping knowledge or experience with Sage Intacct or a similar accounting system is a plus.

Compensation & Benefits

• In accordance with the Pay Transparency amendment to the Illinois Equal Pay Act of 2003, information about pay ranges and employee benefits can be found at the following links:
• Full Time Employee Benefits Overview:
• Our benefits package includes comprehensive medical, dental, and vision insurance; paid time off (PTO); and a 403(b) retirement plan with an employer match. For more information visit:
• https://menta.com/employee-benefits-full-time/
• Compensation Information:
• https://menta.com/compensation-arizona-and-illinois/
• Please refer to the "Administrative Support" section for this position's category.