Administrative Assistant - PHS Student Academic Services

Statement of Duties

This position is responsible for assisting the Student Academic Services Coordinator as well as the Director of Pupil Support as a facilitator for the school/public being served in communicating information, problem solving, material acquisition, and record keeping.

Supervision

Applicant works under the general direction of the Student Academic Services Coordinator as well as the Director of Pupil Support and Building Principal, performing work in accordance with standard practices and previous training. Applicant has substantial responsibility and independence performing work activities, including determining the work methods.
Applicant solves most problems of detail or unusual situations by adapting methods of interpreting instructions. Instructions for new assignments or special projects usually consist of written or oral statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with the supervisor(s). The supervisor(s) reviews recommendations and determinations prepared by the Applicant for accuracy and appropriateness. Work performance is reviewed via face-to-face contact with the supervisor(s).

Applicants are required to work normal business hours on a daily basis.

Job Environment

Applicant uses judgment in deciding the most appropriate means of accomplishing a task with several options. Applicant is also expected to understand, interpret and ensure compliance with complex federal, state and local regulations.

Position Functions

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.

Essential Functions

Special Education:

• Maintain all special education records of PHS students in all software programs;
• NHSEIS, Infinite Campus, Google Suite and Microsoft Office Suite
• Monitor all special education records of PHS students for compliance with State.
• Oversee PHS case manager data input in NHSEIS, assist with procedures and updates
• Coordinate with Guidance department, edit/update students scheduled in Study Center classes
• Formulate all reports, lists, memos, agendas, correspondence, relating to PHS Student Services department.
• Attend DOE/NHSEIS trainings/updates, present and disseminate information to coordinator and case managers, implement procedures.
• Responsible for archiving Special Education records for the entire Portsmouth School Department; physical files, log reports, data entry, maintain data and reports. Provide records from archived files as requested.
• Coordinate with Pupil Support Administrative Assistant on various responsibilities as co-system administrator in NHSEIS system for Portsmouth School District.
• Maintains relationships and coordinates with SAU50 Special Education staff on a regular basis.

Administrative Assistance:

• Handle visits and phone calls from parents, staff members, and personnel from other education facilities and outside agencies, disperse messages and information to proper
• people.
• Coordinate/maintain conference room schedule and meetings
• Maintenance of physical Special Education files and state forms.
• Purchasing:
• Enter all requisitions for PHS Student Academic Services and School Psychologists.
• Process all orders (physically & paperwork) when received.
• Perform other job-related duties as assigned.

Recommended Minimum Qualifications

Physical and Mental Requirements

Work is primarily performed at Portsmouth High School. Applicant is required to be able to perform repetitive motions constantly, sit, talk, and/or hear, in many cases for an entire 8 hour shift. Applicants are required to walk, stand, and lift up to 2/3rds of the time. Applicant may occasionally lift up to 50lbs. Applicant is required to possess excellent vision with the ability to view a monitor and/or records for a significant portion of each day.
Applicant is required to share any ergonomic concerns with his/her supervisor in advance of work.
Equipment operated includes office machines and computers.

Education and Experience

A candidate for this position should have a High School Diploma or GED, and some additional schooling/courses, as well as least 1 year of relevant experience that may be applicable to the duties the position is responsible for.

Working knowledge of Google, MS Office Suite, Infinite Campus, NHSEIS

Experience as a Special Education Administrative Assistant

Minimum of basic understanding of Special Education Laws, guidelines, and procedures

Ability to multitask and learn new programs.

Knowledge, Skills and Abilities

The ideal candidate for this position will have a working knowledge or familiarity in the following areas:

Ability to communicate effectively to office staff, parents and students, municipal government operations; municipal laws, regulations and procedures;

Special Education laws, guidelines, and procedures; any other relevant state laws and regulations;

A candidate should have the ability to:

• learn and adapt to new situations;
• use logic, deduction and problem solving skills to solve complex technology issues;
• operate effectively with multiple deadlines and competing demands;
• communicate effectively both orally (in person, over the telephone, and in meetings) and
• in writing;
• prepare clear and concise reports, correspondence and other written materials;
• present complex information clearly; and
• establish and maintain effective working relationships with a variety of people.

Competence with standard business software applications (Google Suite, word processing, spreadsheets, presentation, internet browsers, email) is essential.