Administrative Assistant, Special Programs and Services

Position: 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

*…