Administrative Assistant, Special Programs and Services (10058)

JOB DESCRIPTION

Job Title

Administrative Assistant, Special Programs and Services

Evaluation Type

Non-Exempt

Department

Special Programs and Services

Pay Grade

P7

FLSA

Non-Exempt

Date Revised

January 2025

Supervisor

Campus Support Coordinator

BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a Director or Department Coordinators and other staff members.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• Knowledge of school district organization, operations, and administrative policies
• Ability to multi-task numerous complex administrative activities
• Highly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District.
• Excellent interpersonal, organizational and communication skills
• Requires good mathematical skills
• Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Ability to initiate and complete projects and programs
• Ability to research, compile, analyze and report data clearly

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Major Responsibilities and Duties:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Director, Coordinator and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain physical and computerized files for the overall department.
• Schedule appointments and maintain Administrative Staff calendars.
• Set up meetings including reserving the venue and preparing materials.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the appropriate Department Administrator.
• Support the purchasing, receiving and dissemination of assessment and instructional materials for the Department of Special Programs and Services.
• Process Special Education/504 and other applicable Student Records for incoming and outgoing students as well as third-party entities and parents.
• Collaborate with the Transportation Department to coordinate Special Transportation for eligible students.
• Collaborate with other department assistants and staff to ensure efficient workflow of systems and processes to promote the overall success of the Department.

Accounting:

• Perform routine bookkeeping tasks and, including simple arithmetic operations, for the designated administrator.
• Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of supplies and program equipment.
• Assist with department budgetary matters; developing and maintaining.
• Process staff travel reimbursement reports for department staff.

Other:

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.
• Maintain confidentiality of sensitive information according to the Family Education Rights to Privacy Act (FERPA)
• Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, issue supplies and equipment for the department.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
• Promote a positive image to the school and community.
• Positively communicate and represent the District and Department vision/mission
• Assist in the development of policies and procedures for the Department of Special Programs and Services
• Assist the Department of Special Programs in basic functions and project completion.
• Attend department and campus meetings as required by Department Administrative staff.
• Attend training as determined appropriate by Department Administrative staff.
• Communicate and collaborate with campus/department staff to enhance service delivery and customer/staff satisfaction.
• Perform other job-related duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of a mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress