Special Programs Executive Assistant - .50 FTE

Administrative And Technical Support Position

The person in this position is supervised by the Special Programs Director and provides a high level of administrative and technical support to the Special Programs Director. This position supports a number of programs, data management, records management, state reporting, and provides some staff training. This position includes handling matters of a confidential nature while handling daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time.

Essential duties and responsibilities include:

1. Follows and maintains knowledge of all district policies and procedures.
2. Maintain a high level of ethical behavior and confidentiality of information about students and staff.
3. Follows and maintains knowledge of federal and state requirements for special programs (special education, 504, english language development (eld), mckinney-vento, youth in foster care, etc.).
4. Provides assistance to district staff specific to federal and state special programs.
5. Organizes and coordinates regional pre-k transitions and records management.
6. Assists special programs student transportation coordination.
7. Independently performs complex technical assignments on a wide range of subjects, requiring knowledge of procedures and policies of the assigned special programs area.
8. Appropriately maintains and secures confidential records and inquiries.
9. Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable report format.
10. Collects data and materials and prepares information for state reports.
11. Completes assigned state reports.
12. After initial training of software program, continues to assist district staff on how to use powerschool and generates training materials for powerschool training if needed.
13. Generates and updates forms for special education programs.
14. Attends trainings and staff meetings required for the position.
15. Completes a high volume of computer work, using district computer programs, to input high volumes of data, including confidential data, and prepares reports as requested and/or required.
16. Performs general office duties including answering multi-line phones, greeting the public, typing, filing, sorting and handling incoming/outgoing mail, and gives information or directs visitors and parents appropriately.
17. May schedule meetings as required including creating schedules, contacting all invited parties, preparing agendas, collating materials, confirmation, and distributing materials to all parties.
18. May assist in the preparation of and monitoring of budget sheets and updates as required.
19. May manage purchasing including supply inventory and orders and submits invoices for approval.
20. Manages and completes special projects as assigned.
21. Professionally represents the district in interactions with community and staff.
22. Complies with applicable district, state, local and federal laws, rules, and regulations.
23. Attends work regularly and is punctual.
24. Perform such other duties (which may require knowledge of other job descriptions) as may be assigned.

Qualifications include:

• Education and/or Experience: High school diploma or general education diploma (ged) and at least two years' related experience and/or training or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in an office and/or school setting strongly preferred. Experience working in human resources strongly preferred.
• Interpersonal Skills: Ability to exercise judgment and integrity using high levels of confidentiality, tact and diplomacy. Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others' ideas and contributing to building a positive team spirit. Demonstrated ability to multi-task and work with staff, students, parents, vendors and members of the community.
• Language Skills: Ability to communicate fluently in english both verbally and in writing. Ability to present information and respond effectively to questions in one-on-one, small group situations. Ability to verbally respond to common inquiries from students, staff, parents, vendors and the general public. Ability to read and interpret documents such as safety rules, data, memos, emails, operating and maintenance instructions, procedure manuals and governmental regulations. Ability to write routine reports and correspondence. Ability to speak effectively to diverse groups.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to apply concepts such as percentages, ratios, proportions and concepts of probability and statistics.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: Strong knowledge of computer usage and ability to proficiently use standard school software, internet software, email, spreadsheets and word processing software. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with staff, students, parents, vendors and members of the community. Ability to multi-task, meet timelines and exercise good judgment while working in a dynamic environment with constant interruptions.
• Certificates, Licenses, Registrations: Certificates as determined by the district including the ability to obtain a valid cpr/first aid card and an oregon driver's license. Must be willing to be fingerprinted for a criminal history records check.

Physical demands include:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, stand, sit, use hands for fine manipulation, handle or feel, and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, crouch, and climb stairs or ladders. The employee must regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds, and in rare occasions up to 80 pounds. Specific vision abilities required by this job include: close vision, distance vision, ability to adjust focus, and peripheral vision.

Work environment includes:

The work environment combines a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.) with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high depending upon student population and activities. The employee is occasionally exposed to outdoor weather conditions. The employee may be exposed to bloodborne pathogens.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise of guarantee of any specific terms or conditions of employment. The school district may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Junction city school district is committed to building a diverse staff that is fully representative of our students and community. We strongly encourage applications from candidates of color and multilingual candidates.