Program Administrative Assistant - Special Education

Special Education Program Administrative Assistant

Position: Special Education Program Administrative Assistant

Work Schedule: Full-time (40 hrs/week), Monday - Friday

Start Date: ASAP

Pay: $34.76/hour per the Clerical Labor Agreement

Benefits: Medical, Dental, Life and Paid Time Off in accordance with the Clerical Summary of Benefits

Required Qualifications:

• Associate/technical degree or equivalent of high school diploma plus three plus years of progressive administrative experience.
• Must possess and display excellent public relation skills and the ability to be discreet and tactful when dealing with staff, students, and parents.
• Communicates verbally in a clear, concise, professional manner.
• Communicates clearly and concisely in written communication.
• Excellent reading and comprehension skills, excellent grammar in both written and oral communication.
• Ability to write routine reports and correspondence as assigned.
• Ability to speak effectively to individuals and group audiences.
• Ability to make computations using whole number, fractions and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written and oral form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Proficiency with computers and related software/hardware.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.
• Ability to establish and maintain effective working relationships with students, parents, associates, administrators and community members.

Responsibilities:

• Advises and disseminates information to students, staff and parents regarding procedures, policies, events etc.; determines appropriate decisions in response to situations when principal is not available.
• Coordinates all communication and correspondence including; staff and parent newsletters, handbooks, school calendar, crisis manual and special communication and is responsible for editing the work of others.
• Responsible for coordinating all web school news management and school website management.
• Serves as a lead to support staff; include assigning work and monitoring work and providing instructions under the direction of the principal; training support and appraisal of other building support staff.
• Coordinates scheduling of appointments for principal and principal staff.
• Maintains a yearly master calendar of activities and events, coordinates with Community Education for scheduling of activities and resolved building problems/conflicts.
• Coordinates and verifies substitute management system, direct and support substitute with assignment and assistant in the securing of substitutes for the building, process attendance and payroll information and account codes for the building.
• Works with administration on staffing needs, including scheduling interviews, processing all personnel forms including employment, change, extra assignments and leaves. Maintains personnel records.
• Coordinates technology and phone needs for staff and manages staff security. Provides training on technology as needed.
• Process workers compensation claims and coordinates all claims with Human Resources.
• Maintains student information, including enrollments, reporting and records. Maintains report card maintenance and test results. Assist with the coordination of testing and administration.
• Assists principal in monitoring building revenue and expenditures. Monitors budgets and maintains financial records. Generates reports and verify and reconcile accounts and purchases. Prepares and process purchase orders for the building.
• Elementary: Serves as building bookkeeper, ensures vault security procedures, processes deposits, monitor and reconciles purchase orders W-9 maintenance. Assists in the preparation of all special events/programs, including open houses, graduation, kindergarten round up, registrations, conferences, field trip and celebrations. Coordinates conferences and communication time. Responds to emergency health care needs of student and staff. Assist with mailroom responsibilities, coordinate mailings. Coordinates emergency preparedness. Assists with transportation issues and needs. Maintains an effective, pleasant, inviting and confidential office work area. Provide food/materials for meeting. Coordinate volunteer activities. Participation in building/district committees.