Administrative Asst for Special Programs / Central Office Receptionist

The job of Administrative Assistant for Special Programs Specialist is done for the purpose/s of providing a wide variety of complex and confidential administrative support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. In addition, this role serves as the main Central Office Receptionist providing support and customer service to staff and community members.

This job reports to the Director of Special Programs.

Es sential Functions

• Compiles data from a wide variety of sources (e.g. expenditures/budget; various reports required by federal and state agencies; requisitions, reimbursements, purchase orders, invoice payments for district-wide Special Programs; communication with parents of Special Program students; Special Education Database files (IEP data and reports; Special Education Core Data reporting; Extended School Year caseload and staff tracking, monthly RII attendance reports, etc.) for the purpose of reconciling accounts, tracking budgets, preparing reports, making recommendations; and/or preparing information for assigned administrato
• Assists in the tracking of student placement, class enrollments, communication with parents, purchases and expenses, budgets and financial records, tuition assessments, tracking payments and late fees, collections, handbooks and various other manual and electronic documents, files and records for the purpose of managing the districts Warrior Pre-School Program.
• Maintains a wide variety of manual and electronic documents, files and records (e.g. budget data, financial records, reports, enrollments and transfers for ECSE and Title I students; drop files; immunization and health records for school nurses, point of contact and form distribution for homebound; records for Contracted Service Providers for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requiremen
• Monitors a wide variety of activities on behalf of assigned Administrator (e.g. program components, website updates, meeting arrangements, account balances, work order status, e) for the purpose of achieving work unit goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Performs other related duties as assigned (e.g. Scheduling and hosting for Early Childhood Special Education (ECSE) screenings, tracking staff professional development, Title I and Parents As Teachers screenings) for the purpose of ensuring the efficient and effective functioning of the work unit.
• Schedules a wide variety of activities (e.g. appointments, meetings, facility usage, Special Program interviews, Warrior Preschool graduation, Special Education/Programs meetings, e) for the purpose of making necessary arrangements for assigned administrator.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, schedules for Central Office Conference Room and Board Room; records and reports required by auditors, et) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Supports assigned administrative personnel for the purpose of helping with administrative functions and responsibilities
• Procures supplies and materials for the purpose of maintaining availability of required items for the Central Office and/or assigned administrator(s).
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, e) for the purpose of providing information, facilitating communication among parties and/or providing direction as the Central Office Receptionist.
• As the Central Office Receptionist, helps facilitate the work activities within the office (e.g. telephone calls, greeting and assisting visitors; deliveries and pick-ups by Fed Ex and UPS, et) for the purpose of organizing assignments, monitoring progress, and ensuring completion of work within established guidelines.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, and planning and managing projects; classifying data and/or information; customer service; screening telephone calls; using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percent, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: common office machines; concepts of grammar and punctuation; office methods and practices; bookkeeping practices; keyboarding; office application software; office practices.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, working with frequent interruptions; accuracy and attention to detail; dealing with frequent interruptions; organizing tasks.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the jobs functions. There is some opportunity to impact the organizations services.

Work Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 40% sitting, 40% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience: Minimum of 2 -3 years of relevant administrative experience.

Skills: Strong organizational, time management, and communication skills are essential.

Proficiency: Proficiency in Microsoft Word, Excel, and Google Workplace is also a must.

Education: Minimum: High school diploma or equivalent. Preferred: Associates or Bachelors degree.

Required Testing: Excel

Clearances: Criminal Justice Fingerprints / Background Clearance

FLSA Status: Non-Exempt

Salary Grade: Support Staff Salary Schedule Column N

Support Staff Salary Schedule