Job Description
Job Title: Administrative
Secretary- Special Education Dept
Department: Special
Education
Reports To: Director
of Special Education
FLSA
Status: Non Exempt
Salary
Schedule: SC-10
Prepared
By: Special Education Dept
Updated: March
30, 2010
Approved
By: Human Resources Director
Approved
Date: April 20, 2010
SUMMARY: Serves
as the Administrative Secretary for the Director of Special Education to
provide highly skilled secretarial support to the administrator and serves as
lead secretary for the department. This position requires skills that relieve
management of administrative detail, coordinates work flow, keep projects on
schedule, interfaces with support professionals and the public, demonstrating
the ability to act independently and logically in accordance with district
regulations and established policies. Strong interpersonal skills are required
as well as a continued willingness to learn, problem-solve, and perform with
confidentiality to assure discreet handling of all business.
ESSENTIAL
DUTIES & RESPONSIBILITIES include
the following--other duties may be assigned:
Provides
administrative assistance to the Special Ed Director, Coordinators, and
Specialists;
Performs
a wide variety of complex and confidential tasks for the administrator;
Keeps
supervisor informed of details affecting office management decisions;
Schedules
and coordinates appointment calendars;
Responds
to sensitive requests for information and assistance to staff and the public;
Coordinates
the flow of paperwork including personnel action requests, fiscal reports, and
student data for State and Federal reports;
Composes
and types directives, schedules, agendas and personal correspondence for the
administrator and a variety of specialized projects within the department;
Maintains/oversees
the maintenance of departmental administrative files, equipment and supplies;
Makes
arrangements for meetings and ensures that proceedings are properly recorded;
Operates
a variety of office equipment incidental to secretarial duties;
Communicates
with staff and parents making complaints or requesting services in person or by
telephone, providing necessary information, and following through on the
resolution of problems;
Reviews
incoming correspondence, drafting responses on matters for which authority has
been delegated;
Makes
travel arrangements for out-of-district trainings and conferences to include
registration, lodging, airfare, and related expenses in accordance with
District policy;
Demonstrates
continuous effort to improve operations, decrease turnaround times, streamline
work processes, and work cooperatively and jointly to provide quality service;
Processes
purchase requests, web claims and mileage reimbursements for departmental
staff. Orders, inventories and distributes supplies for specialists and special
educators and monitors all expenditures for
each school and Special Education program;
Updates
and manages spreadsheets that generates data for
funding which provides documentation in the compilation of state and federal
reports;
Reviews
and audits monthly reports generated by the District’s fiscal Sungard system to monitor expenditures in the state,
federal and related fiscal budgets;
Develops
and implements tracking process for Special Education Paraprofessionals to
maintain budget restraints and access personnel information through Kronos.
Monitors monthly hours worked at each school by the paraprofessional staff;
Reacts
quickly to parent inquiries and directs their concerns to the appropriate
administrator or public agency;
Knowledge of the Special Education IEP process,
policies and procedures and
SUPERVISORY
RESPONSIBILITIES:
This position supervises and teams with the File Management and Compliance
Secretary and the related services secretaries in the department.
QUALIFICATIONS:
To
perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative
of the knowledge, skill, and/or ability required. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential
functions.
EDUCATION
and/or EXPERIENCE:
Associate's degree (A. A.) or equivalent from a two-year college or technical
school; or six months to one year related experience and/or training; or
equivalent combination of education and experience.
TECHNICAL SKILLS: Advanced proficiency
with Word and Excel spreadsheets required with aptitude in desktop publishing
for creative layout and design. Knowledge and/or the willingness to learn the
District’s fiscal software Sungard, Kronos-HR, ARC4-travel,
Power School, BMI Scan & Query-student archiving software and web design is
essential;
LANGUAGE
SKILLS: Ability to read and produce written documents
with clearly organized thought using proper sentence construction, punctuation
and grammar; ability to speak effectively with educators, parents and the
public either in person or on the telephone.
MATHEMATICAL
SKILL: Ability
to add, subtract, multiply, and divide in all units of measure, using whole
numbers, common fractions, and decimals.
Ability to enter numerical data or information into a
terminal or PC that produces spreadsheets, flowcharts, diagrams and charts
reflecting departmental data.
REASONING SKILLS: Ability to solve practical problems and deal
with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions furnished in
written, oral, diagram, or schedule form.
PHYSICAL
DEMANDS: The physical demands
described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions. While performing the duties of this job, the employee
is regularly required to sit for extended periods of time; use hands; talk and
hear. Mobility is required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move
up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally
lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, distance
vision, color vision, and ability to adjust focus.
WORK
ENVIRONMENT: The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions. The noise level in the work environment is usually
moderate.