Administrative Assistant - ANTICIPATED

Position Definition: 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.

Relationship: The Administrative Assistant to the Director of Special Programs and Services is directly responsible to the Director of Special Programs and Services.

• 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.

Authority:
The Administrative Assistant to the Director of Special Programs and Services will have the authority to perform all functions listed below in accordance with established policies and procedures.

Functions/Duties/Responsibilities:
To perform this job successfully, an individual must be able to perform each essential function/duty/responsibility at acceptable standards. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.

• 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…