Administrative Assistant for Exceptional Learners & Academic Department

Administrative Assistant

The Administrative Assistant in the Office of Special Education & Related Services and Academics Department reports both the Chief Officer of Exceptional Learners Department and Assistant Superintendent of Curriculum, Instruction and Professional Development. Provides administrative support to the Office of Special Education & Related Services and Academics Department. Coordinates activities; ensures compliance of activities under area of responsibility with financial, legal and administrative requirements;

and provides information, recommendations and/or direction as may be requested by the Office.

Additional responsibilities include:

reconciling, troubleshooting and providing a high-level of customer service to departments, schools and employees. Also required is the ability to handle several tasks at any given time in collaboration with various departments and schools. The Office is a fast-paced, dynamic environment that offers an opportunity for career growth within the organization.

Essential Functions:

• Assists with the scheduling of meetings including planning and preparation (e.g. copy/duplicate material and prepare files/packets for distribution). May attend meetings and summarize meeting discussions and prepare copies to be distributed as appropriate.
• Makes arrangements for conferences and interviews. Organizes and arranges all travel needs for conferences and workshops for the Office including obtaining the necessary funds, contracts, etc.
• Provides a high-level of customer service to both internal and external customers via in-person, telephone calls, email, mail, fax to answer inquiries relating to the Office.
• Processes requisitions (MUNIS) for materials/supplies, verify quantities delivered, and distribution, and collects, prepares, processes and submits Supplemental Payroll and monitors Payroll.
• Compiles data from a variety of sources (e.g. statistical and various types of reports, time tables, Evaluation Team Leader (ETL) directory (email and phone numbers, etc.) and maintains it electronically.
• Prepares documents as needed (e.g. standard correspondence, memorandums, reports, letters, agendas, minutes, etc.) for the purpose of documenting events, for dissemination to the various district stakeholders, providing and/or requesting information.
• Maintains documents, files and records for the department that are confidential and time sensitive and makes such files available to authorized personnel.
• Coordinates activities within the department(s) (e.g. task assignments, meetings, professional development day activities, workshops, and appointments).
• Evaluates situations within the department(s) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Performs computer applications (spreadsheet, database, word processing, presentation tools, mail merge documents, prepare labels, e-mail and internet searches). Performs tasks related to using district software/computer programs such as Power School, Teach Point, etc.
• Work with webmaster to continually keep the Office's website updated.
• Performs other duties as assigned by the Offices.

Qualifications:

• Education:
  
  Associate's Degree or higher preferred; 5 – 10 years' work experience with the Springfield Public Schools may be substituted for a degree.
• Experience:
  
  3 – 5 years' of professional experience in complex office setting preferred.
• Abilities:
  Must be able to express oneself clearly and concisely, orally and in writing using proper grammar. Must be a team player and be able to work well with others. Must possess strong organizational and interpersonal skills. Must possess ability to perform duties and responsibilities with minimal supervision. Must demonstrate high integrity and an exceptional work ethic.
• Technology, Equipment, Systems and Tools:
  Requires advanced computer skills in Microsoft Office Suite, such as Outlook, Word, Access, PowerPoint and Excel. Expertise with MUNIS and Kronos strongly preferred.
• Working Conditions:
  
  Work is mostly performed in an office environment. Regular and punctual attendance is a requirement. Certain situations may require longer hours to complete duties.
• Physical Requirements and Potential Hazards:
  While performing the duties of this job, the employee is frequently required to sit; use hands or fingers; handle or feel; talk and hear. The employee is occasional required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Position Content:
  This job description is not intended to be, and should not be construed as, an all-inclusive list of all the responsibilities, skills and working conditions associated with the position. While it is intended to reflect the position activities and requirements, these requirements may change over time. Management reserves the right to modify, add or remove duties and assign other duties as…