Administrative Assistant - ANTICIPATED

Administrative Assistant to the Director of Special Programs and Services

The Administrative Assistant to the Director of Special Programs and Services is responsible for the direct support of the Director of Special Programs and Services. The Administrative Assistant to the Director of Special Programs and Services is directly responsible to the Director of Special Programs and Services.

Qualifications:

• High school diploma or GED.
• Minimum five (5) years' experience as an Administrative Assistant.
• Minimum one (1) year experience as an Administrative Assistant to a Directory/Department Head/Administrator, preferred.
• Demonstrates advanced computer skills, including a thorough knowledge of Windows and the Microsoft Office Suite and proficient use of departmental computer software.
• Demonstrates the ability to work in a team environment.
• Demonstrates secretarial skills to effectively use office equipment, including, but not limited to, phone system, fax machine, copier, scanner, computer, and calculator.
• Demonstrates the ability to maintain complete confidentiality.
• Demonstrates excellent interpersonal skills, demonstrated by patience, understanding, and congeniality.
• Demonstrates excellent oral and written communication skills.
• Demonstrates the ability to organize, plan, and manage job responsibilities in order to complete assignments with minimal supervision.
• Demonstrates the ability to complete tasks with attention to detail and accuracy.
• Attends work regularly at assigned work hours subject to lawful leave rights and responsibilities.
• Demonstrates proficient data collection and entry skills.
• Demonstrates the skills to provide the highest level of customer service, with patience and knowledge of the department's services.
• Ability to stand, bend, stoop, sit, lift, reach, and communicate (vision, hearing, and speech) to effectively carry out functions, duties, and responsibilities.
• Ability to independently ambulate in and around work areas.
• Ability to travel to and from assigned work locations without employer support.
• Ability to sit for long periods of time (3 hours).
• Ability to exhibit appropriate manual dexterity to effectively carry out functions, duties, and responsibilities.

Functions/Duties/Responsibilities:

• Handles all secretarial duties, including, but not limited to, electronic filing, typing, data entry, maintenance of data systems and shared drives, and correspondence.
• Answers telephone, responds to requests, and takes thorough messages.
• Distributes reports, forms, and requested information to parents, agencies, and the public.
• Handles incoming and outgoing mail.
• Creates, processes, revises, updates, and maintains data systems, forms, purchase orders, and letters.
• Completes orders for office use, Director, and external contracted staff in eSchoolmall system.
• Types forms, letters, and memos, as well as formats forms as directed by Director.
• Assists in typing and scheduling staff evaluations for Director.
• Makes appointments, coordinates meeting arrangements, and assists in Director's Outlook calendar, including sending invitations to meetings.
• Handles scheduling, facilities requests, and set-up for meetings, and prepares all handouts, agendas, etc. for Director.
• Distributes minutes, types agendas, and handles arrangements for meetings, including, but not limited to, District Contacts and Supervisors meetings.
• Uses spreadsheets to manage data files for Director.
• Maintains assigned website pages and informational publications related to their specific assignment.
• Manages and submits all SPS Human Resources forms related to staff hiring, transfers, and position openings, and maintains staffing spreadsheets.
• Annually updates and distributes special education publications for contacts.
• Manages spreadsheet of all district, charter, and non-member district contacts.
• Issues and secures all signed agreements for Special Education services for districts, charters, and non-member districts.
• Issues and secures all signed IDEA and Special Education plan documents from districts and charter schools.
• Manages all Facilities Plan meetings, documents, minutes, and forms.
• Tracks all receipts and expenses for Director's credit card.
• Manages all Human Resources forms for the department submits to Human Resources and functions as the SPS point of contact for Human Resources.
• Manages all documents and agendas for all departmental meetings run by the Director.
• Manages minutes and agendas for CLSNCF.
• Provides secretarial support for Local Task Force, including taking minutes, distributing minutes and agendas, and scheduling meetings and facilities.
• Assists Director with IDEA Federal Projects, Special Education Plan, Child Accounting, Special Education billing, and end-of-year procedures.