Office Assistant - Special Education

Classification: Support Staff


Exemption Status/Test: Non-exempt


Job Grade: 3


Department: Special Education


Reports To: Assistant Director

Job Goal:


Provide secretarial assistance for an orderly, efficient, and professional office atmosphere in support of the ESC's goals and objectives.

Qualifications:
Education:

• High school diploma or GED

Experience:

• Two or more years of experience as a secretary

Special Knowledge and Skills:
1. Basic proficiency in the use of software packages related to office operations


2. Strong organizational, interpersonal and communication skills


3. Ability to handle and prioritize multiple tasks


4. Ability to exercise initiative, decision making, and maintain confidentiality


5. Ability to create reports using tables, and graphs

Major Responsibilities:
Department Support


1. Collaborate with the department secretary to set timelines and prioritize assignments.


2. Identify and implement initiatives to improve the efficiency of the department's clerical work flow.


3. Support the department in maintaining an effective and professional office environment.

Department Responsibilities

1. Create and proofread service agreements and accompanying file for ISO forms and accuracy before submitting documents for approval.
2. Receive, review, and submit requests from specialists requiring approval, such as and not exclusive to professional development session handouts, printing requests, request for leave, time and effort, and technical assistance.
3. Assist specialists with workshops by preparing materials, ensuring correct room arrangements, managing registration, and post work-shop clean-up.
4. Answer phone calls from customers regarding services and workshops and relay information to specialists as necessary.
5. Assist specialists with travel arrangements.
6. Inventory and order supplies as needed for specialists.
7. Verify all requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills have been assigned to the correct budgets and that all necessary paperwork for payment has been included for processing.
8. Provide technical assistance and services as specified by any applicable federal grant that funds this position.

Supervisory Responsibilities:


None

Physical Demands/Environmental Factors/ Mental Demands:


Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.