DHH ADMINISTRATIVE ASSISTANT - PART TIME

Part Time DHH Administrative Assistant

The position of the DHH Program Assistant is to support the management of the program on a daily basis. This includes directing all inquiries to the correct resource, maintaining student and staff attendance records, maintaining office files, and providing written correspondence as appropriate. The DHH Program Assistant, under the supervision of the program administrator, makes minor decisions on the operation of the school or program office and ensures the smooth administration of daily office functions, including transportation of students, substitutes, and staff announcements.

Essential Functions:

• Answer phone calls and e-mails in a pleasant/helpful manner and direct them to the proper resource for the purpose of communication with parents, community, outside agencies, staff, and member districts.
• Greet visitors in an enthusiastic manner, and politely direct staff, students and visitors as they enter the main office.
• Answer correspondence and compile reports in a professional manner as related to the program as required by the program administrator for the purpose of providing information in a timely, accurate manner.
• Disperse procedural information and forms to building staff for the purpose of adherence to NSSEO procedures and policies.
• Greet and screen visitors to the building requiring all visitors to sign in and complete a name badge for the purpose of security and recording the number of visitors to the program on a daily basis.
• Maintain general files relating to program, services, personnel, pupils and those of the program administrator through the efficient use of technology (including word processing, data base systems, spreadsheets etc.) as required for the purpose of organization of the program.
• Maintain up-to-date files of all required forms and procedures for the purpose of providing correct information to staff, students, and parents.
• Organize and schedule Individualized Education Plan (IEP) Meetings on an annual basis.
• Organize and communicate transportation needs for students with transportation companies and districts and problem-solve issues that arise on a daily basis for the purpose of providing safe, efficient transportation for all students to the program.
• Support program on a daily basis and make minor staffing decisions based on staff attendance and substitute available for the purpose of programming and the safety of students.
• Organize and assign substitute staff as well as maintain accurate, daily records as required for the purpose of providing classroom support, supervision and payroll.
• Record attendance for staff members using the Frontline system as required and compile attendance reports as requested by administration for the purpose of accuracy and budgetary requirements.

Other Functions:

• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
• Facilitate an office atmosphere of service, competence and congeniality.
• Assume responsibility for special projects as assigned.
• Support NSSEO policy, NSSEO, and governing board goals and objectives, and The School Code of Illinois.

Minimum Qualifications:

• Proficiency in Microsoft Word, Excel, Access and Google Suite including Gmail, Google Calendar, Docs, Sheets and Forms
• High School Diploma or Equivalent minimum, Associates Degree of Bachelor's Degree in related field preferred
• Ability to read, write and communicate in English to understand directions and communicate with students, staff and community. Conversational ability in sign language is preferred.
• Ability to make decisions in accordance with established procedures.
• Job related experience as an administrative assistant preferred.

Working Environment:

• To perform the physically demanding job functions, strength and/or endurance for lifting, carrying, pushing and/or pulling are occasionally required.
• To perform the most physically demanding job functions, the physical capabilities of climbing and balancing are seldom required.
• To perform the most physically demanding job functions, the physical body movement of stooping, kneeling, crouching and/or crawling is seldom required.
• To perform the most physically demanding job functions, the upper extremity physical capabilities reaching, handling, and/or fine motor dexterity are constantly required.
• Exposure to temperature extremes is seldom or not present.
• Exposure to hazardous conditions (e.g. mechanical, cuts, burns, infectious disease, high decibel noise, etc.) is seldom or not present.
• Frequency of exposure to injury to self and/or others is seldom or not present.

Specific Requirements:

• Specific skills related to proficient use of technology including accessing the internet, email, phone systems, and software are required.
• Potential need to upgrade skills in order to meet changing job conditions will be required to satisfactorily perform the functions of the job.
• Ability is required to independently problem-solve, schedule daily activities, make announcements, and use job related equipment.
• Flexibility is required to work with others in a variety of circumstances and to work with a significant diversity of student abilities and needs.
• Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, completing work accurately with minimum supervision, working as part of a team, and maintaining a positive attitude.
• Responsibilities include: working under limited supervision following standardized practices and/or procedures; leading, guiding, and/or coordinating others; and operating within a defined budget.
• There is a continual opportunity to significantly impact the Organization's services.