Administrative Assistant - SPED

PRIMARY PURPOSE:

Organize and manage the routine work activities of the special education department and provide clerical services to the Director of Special Education and other staff members.

QUALIFICATIONS:

Education / Certification

High school diploma or GED

Special Knowledge / Skills

Proficient skills in keyboarding, word processing and file management

Excellent communication and interpersonal skills

Basic math skills

Must possess a high level of proficiency in all Microsoft Office products

Ability to use personal computer and software to develop spreadsheets and databases and do word processing

Ability to analyze information to determine reasonableness and relevance to other departments

Ability to coordinate many tasks simultaneously

Maintain strict confidentially

Knowledge of Special Education processing, timelines, and legalities

Experience

Three years of secretarial experience, preferably in a public education environment

MAJOR RESPONSIBILITIES AND DUTIES:

Records, Reports and Correspondence

• Prepare correspondence, forms, manuals, schedules, contracts and reports for the Director of Special Education and other department staff members, using personal computer.

• Compile, maintain, and file all reports, records, and other documents as required.

• Receive criminal history record information, references and other application materials for outside contractors for processing for Personnel Services.

• Maintain physical and computerized departmental files.

• Monitor and process personnel time records including leave request and reports. Compile information and submit to Central Office.

Accounting

• Perform routine bookkeeping tasks and maintain department budget records.

• Order and maintain inventory of office supplies and program equipment.

• Purchase supplies for the department using established State and Dayton ISD purchasing policies and laws, including office supplies, supplies for various events throughout the year, recruiting, travel/hotel arrangements, etc.

Other

• Answer and respond to incoming calls, take reliable messages and route calls to appropriate staff.

• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.

• Maintain a schedule of appointments, assist with scheduling and set up of interviews and meetings.

• Receive, sort, and distribute mail and other documents to department staff.

• Assist in various events throughout the year.

• Create, gather and/or prepare all supplies/materials for recruiting.

• Maintain strict confidentiality at all times.

• Follow district safety protocols and emergency procedures.

• Attend workshops as needed.

• Attendance is an essential job function.

• Other duties as assigned.

EQUIPMENT USED:

Personal computer, printer, calculator, copier, shredder, binding machine and fax machine.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors

Work with frequent interruptions, maintain emotional control under stress; high stress, fast-paced. Repetitive hand motions; prolonged use of computer. Maintain complete confidentiality at all times.

SUPERVISORY RESPONSIBILITIES:

None