Job Title: Administrative Assistant, Student and Special Services Department: Clerical - Central OfficeReports to: Executive Director of Student and Special Services Classification: Classified / Non-ExemptSummaryTo provide assistance and support to the Student and Special Services Administrative Office, in an effort to contribute to the efficient operation of all programs assigned to the Executive Director of Student and Special Services. Essential Duties and ResponsibilitiesTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Demonstrate sensitivity to the diversity of individuals and families.Follow instructions and written plans of Administrator(s), seeking clarification as needed.Engage in activities to increase one's knowledge and skills, to enhance professional growth, as directed by the administrator.Screen all mail, phone calls, and visits on behalf of the Executive Director of Student and Special Services, in an effort to enhance efficiency and effectively direct others to appropriate sources in response to requests.Maintain confidentiality of sensitive information regarding students, parents, and staff.Maintain student records for district-wide and outside placements such as homebound and separate day school.Notify buildings for attendance purposes regarding hospitalizations, juvenile justice center, residential treatment, state institutions, and foster placements. Assist with the completion of federal and state reports as follows: Proportionate Share Calculation, High Need Fund, Local Tax Effort, Early Childhood Special Education Final Expenditure Report (FER), October Core Data, Decemer 1 Child Count, June Core Data, Civil Rights Compliance Report, Part B - IDEA -Application, Excess Cost, Maintenance of Effort (MOE) and Final Expenditure Report (FER).Call private and parochial schools and homebound organizations yearly to ensure they understand public supports available for eligible students with disabilities. Register staff attending conferences, complete associated paperwork, and track PD activities annually, maintain database for all professional development activities.Communicate and collaborate with district Department of Transportation regarding any special transportation arrangements.Assist with Extended School Year (ESY) preparations, provide notification to ESY staff, collect and maintain required information such as goals/objectives sheets, timesheets, and mileage sheets. Maintain and organize special education files and health records, and mailing notices of destruction of records, send copies when requested.Maintain list of all assistive technology equipment and the location of each piece of equipment at all times, collect if needed.Maintain list of all testing kits and the location of kits at all times.Gather from Case Manager Lists and verify with Process Coordinators information on students receiving Occupational Therapy (OT) and/or Physical Therapy (PT), including OT/PT minutes, and obtain doctor referrals/prescriptions and maintain copy of IEP.Contacting applicants and make interview arrangements at the request of the Executive Director of Student and Special Services.Complete Medicaid reimbursement activities as directed, for both Administrative Claiming and Direct Services Billing, including Random Moment Samples, Personnel Roster, Cost-Data Report, and PPR Report.Submit required annual public notices to the local newspaper and radio by November 1st.Collaborate with Payroll Supervisor to annually distribute to each building in the district public notice for posting.Provide accurate data for the annual District Report Card. Assist in projections/proposal data collection.Assist in budget preparations.Assist with compilation of annual program evaluation.Ensure accurate exit counts by coordinating with special education staff and district staff responsible for data entry.Maintain financial records on all budgets assigned to the Executive Director of Student and Special Services and balance quarterly with the bookkeeping department.Coordinate paperwork for Disability Determinations requests. Send age of majority letters at prescribed times monthly to students and their parents/caregivers who qualify.Other duties as they may be assigned.Supervisory Duties Not applicableQualifications Education/Experience/Certificates
- High school diploma required; college is considered a plus
- Secretarial experience desired
- Such alternative to the above as the Board may find appropriate and acceptable
Skills and Abilities Language Individual must be able to read and interpret documents, Write simple and complex reports, applications, and correspondence, and speak with students, staff members, and community members.ComputationFamiliarity with modern accounting practices.Reasoning The ability to interpret and follow directions is required, as are basic problem-solving abilities.TechnologyMust demonstrate proficiency with computers and other technology and willingness to advance skills.Additional Skills and AbilitiesThis individual must have strong interpersonal communication skills and demonstrate positive relations with all stakeholders. Also must have the ability to work both independently and collaboratively; must have the ability to prioritize work and maintain flexibility; must demonstrate initiative; must demonstrate the ability to safeguard confidential information. Maintain a high level of competence and integrity.Physical Demands The physical demands described here are representative of those that must 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 the duties of this position an employee is required to sit for prolonged periods of time; also, occasional walking is required as in a general office setting. The employee is occasionally required to stand, reach, bend, and lift or carry up to 30 pounds. The employee must have the ability to hear conversation both in person and via telephone in a general office setting. Prolonged computer use required. SpeakingMust have the ability to communicate effectively and confidently as a representative of the school district.LiftingOccasionally lifting or carrying up to 30 pounds.AttendanceConsistent and regular attendance is essentialConditions and EnvironmentThe work conditions and environment described here are representative of those that an individual will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.The work environment is consistent with a typical office environment.Terms of Employment12 months. Salary and work year to be established by the Board.EvaluationPerformance of this job will be evaluated in accordance with provisions of the BoardPolicy on Evaluation of Support Personnel.