Administrative Assistant

Job Title: Administrative Assistant


Reports to: Director of Special Education


Dept. /School : Polk County Special Services Cooperative ( SSA)


Primary Purpose:

Provide administrative support services to the Special Education Director and clerical support for special education staff; organize and manage the routine work activities of the special services department office; work closely with the fiscal agent's Director of Finance to assure accounting accuracy for the department; Coordinate SHARS (School Health and Related Services) and RMTS (Random Moment Time Study) programs for special education services with each member district's business manager. Assist support personnel within the Cooperative to manage data and records. General office duties as assigned

Qualifications:

Education/Certification:

High school diploma with some college preferred


Ability to work with Google and Excel spreadsheets, along with data analysis, and proficient secretarial skills Three to five years secretarial experience, preferably in a public education environment with special education emphasis.


Special Knowledge/Skills :


Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner Knowledge of Special Education Funding Guidelines


Knowledge of Special Education Federal, State and Local Grant Application Procedures and Implementation


Proficient in the following software applications: Google , Ascender , Excel, PowerPoint, Outlook, Internet Explorer, eSped, TxEIS and any other office software for school systems


Well organized and detail oriented


Ability to contribute to team effort by accomplishing related results as needed


Major Responsibilities and Duties :

Financial

Assist the Director with compilation and submission of specialty grants (Residential and Non- Ed. Funds) Prepare and submit annual SHARS Cost Report to fiscal agent's Director of Finance to reconcile Medicaid Claims


Submit provider logs for claims to our third party billing. Maintain accurate financial accounting records for all grants Assist the Director with preparation of budget accounts

Assist the Director with compilation and submission of grant applications (Federal, State and Local)


Secretarial


Assist Program staff with clerical tasks ( i.e. photocopy, print, fax , assemble information packets) Assist with performing routine checks and comparisons of reports or records for compliance with specific program requirements


Prepares and completes mailing process of student records or correspondence


Administrative Assistant

General

Assists with organizing of records, maintaining of Special Education student folders, and other permanent records assigned and while protecting confidentiality of student records and information Assist with preparing and process record requests from other schools and agencies for student records


Schedules meetings with parents and districts as needed and requested


Contacts doctors and agencies for information for special education records and information Accurately and timely distribute messages, respond to inquiries


Assist students/parents with general information


Use Frontline - Student Information System to help monitor Special Education student records Review Special Education records for quality and accuracy


May involve travel to multiple districts


Support program staff as needed


Coordinate all travel arrangements for department staff


Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies ; placing and expediting orders for supplies and verifying receipt of supplies


Maintain vendor files in an organized fashion; serve as a liaison between department and vendors Process all department purchase orders


Working Conditions :


Mental Demands/Physical Demands /Environmental Factors :


Ability to interact with staff ( at all levels) in a fast-paced environment , sometimes under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality. Ability to communicate effectively (verbal and written), ability to lift and/or carry moderate weight, sit , stand, walk, reach, repetitive hand motions. Standard office equipment, Prolonged sitting , occasional bending/stooping.