Administrative Assistant to Special Education

Administrative Assistant to Special Education

Classification: Classified

FLSA Status: Non-Exempt

Immediate Supervisor: Director of Special Education

Receives Guidance From: Director of Special Education, district leadership

Purpose of the Position: To provide support to the Director of Special Education and the programs for which they are responsible.

Please review the UCSD Actions of Excellence to gain an understanding of the expectations for UCSD employees.

Qualifications (Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities:

• Ability to operate a variety of standard office equipment including computer, copy machine, fax machine, telephone, etc.
• Ability to learn district management systems (e.g. ParentSquare, PowerSchool, etc.).
• Ability to use Google Suite applications.
• Ability to speak professionally and effectively in order to properly convey and receive information.
• Must be able to interact in a positive manner with students, faculty, parents, other staff members, and community members.
• Ability to work efficiently and meet deadlines.
• Ability to be well organized and customer service oriented.
• Ability to work in a fast-paced, ever-changing environment.
• Must display attention to detail and ability to independently ensure accuracy of tasks and work assignments.

Education:

• At least one year of specialized training beyond high school.

Experience:

• 3-5 years experience as an administrative assistant or support role for multiple persons.

Equipment:

• Office equipment such as computers, two-way radios, multi-line phone system, cell phone, copier, and fax machines.

Essential Duties and Responsibilities:

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Serve as receptionist; greet parents, community members, faculty and students; direct visitors to appropriate locations; keep accurate list of calls, messages, information requests, meetings and appointments; sort and distribute incoming mail.
• Support special education, Medicaid, 504 plans, 103, update database and student files, special education purchasing, reporting, compliance reporting, and prepare and submit state required data.
• Maintain and enter information required for special education contracts and billing for special education services.
• Type, author and edit routine correspondence; purchase orders, memos, bulletins, agendas, letters, flyers, etc.
• Receive and distribute material or supplies for supported programs and personnel.
• Maintain office files related to programs.
• Maintain a reliable attendance record.
• Maintain confidentiality.
• Perform other duties as assigned.

Supervision of Others:

• None

Physical Requirements:

• Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating and fingering and grasping small objects.
• Requires moving and unpacking packages normally weighing less than 30 lbs.
• Occasional bending, stooping, kneeling and related physical activity.
• Ability to work while standing, moving and/or walking.
• Drug, tobacco, and alcohol-free while working.
• Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
• Ability to operate a motor vehicle used to travel between sites.

Working Conditions:

• Majority of work is performed in an office or school setting.
• Occasional meetings outside the school day.
• Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

Terms of Employment:

• At-Will Employee
• 12-Month position.
• Letter of Assignment
• Per Board Policies and administrative guidelines
• Performance evaluated annually