BASIC
FUNCTION & RESPONSIBILITY : Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a Director or Department Coordinators and other staff members. Develop and administer federal, state and local budgets under the direction of the Director of Special Programs and Services.
QUALIFICATIONS :
Education / Certification :
- High school diploma or GED
Special Knowledge / Skills / Abilities :
Knowledge of school district organization, operations, and administrative policiesAbility to multi-task numerous complex administrative activitiesHighly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District.Excellent interpersonal, organizational and communication skillsRequires good mathematical skillsAbility to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and departmentAbility to use personal computer and software to develop spreadsheets and databases and do word processingAbility to initiate and complete projects and programsAbility to research, compile, analyze and report data clearlyExperience :
Three years’ secretarial experience, preferably in a public education environmentCHARACTERISTIC DUTIES & RESPONSIBILITIES : The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
Major Responsibilities and Duties :
Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Director, Coordinator and other department staff members.Compile, maintain, and file all reports, records, and other documents as required.Maintain physical and computerized files for the overall department.Schedule appointments and maintain Administrative Staff calendars.Set up meetings including reserving the venue and preparing materials.Make travel arrangements including making hotel reservations and turning in conference registration forms.Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the appropriate Department Administrator.Support the purchasing, receiving and dissemination of assessment and instructional materials for the Department of Special Programs and Services.Accounting :
Perform routine bookkeeping tasks and, including simple arithmetic operations, for the designated administrator.Prepare and process department purchase orders and payment authorizations.Order and maintain inventory of supplies and program equipment.Assist with department budgetary matters; developing and maintaining.Process staff travel reimbursement reports for department staff.Budget / Purchasing Responsibilities and Duties :
Ensure the payment of invoices for service providers for the Department of Special Programs and Services.Support the provision of Special Education services to eligible students through administration and maintenance of the Special Programs and Services budget.Maintain inventory of department assets, equipment, and supplies.Prepare monthly and other periodic department financial reports.Receive reimbursements, payments, and flow-through funds (Federal Grants / NOGAs, Interlocal Agreement Funds, Regional / State flow-through funds, etc.) and apply them to the appropriate budget codes.Maintain accurate record keeping of materials requests, purchase orders, invoices, and inventory for purchased items and services.Maintain physical and computerized departmental files.Maintain student records as needed.Support the development, maintenance, and administration of the Special Programs and Services budget including Special Education and 504 funds.Collaborate with District Business offices to verify proper budgeting and purchasing guidelines are followed.Collaborate with department administrative assistants to ensure accurate budgeting, purchasing and expenditures.Audit staffing sheets and budget codes to ensure compliance with state funding requirements for campus and department staff.Regularly audit payroll codes for accuracy and identify needed changes for submission to the Department Director and Business Office.Collaborate with department staff to ensure contracts are completed within district, state, and federal guidelines.Maintain current knowledge of school finance, budgeting, purchasing and contracting regulations applicable to public school districts.Other :
Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.Maintain confidentiality of sensitive information according to the Family Education Rights to Privacy Act (FERPA)Receive, sort, and distribute mail and other documents to department staff.Receive, store, issue supplies and equipment for the department.Keep informed of and comply with all state and district policies and regulations concerning primary job functions.Promote a positive image to the school and community.Positively communicate and represent the District and Department vision / missionAssist in the development of policies and procedures for the Department of Special Programs and ServicesAssist the Department of Special Programs in basic functions and project completion.Attend department and campus meetings as required by Department Administrative staff.Attend training as determined appropriate by Department Administrative staff.Communicate and collaborate with campus / department staff to enhance service delivery and customer / staff satisfaction.Perform other job-related duties as assigned.SUPERVISION EXERCISED : None
MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS :
Tools / Equipment Used : Standard office equipment including personal computer, printer, calculator, copier, fax machine, and peripheralsPosture : Prolonged sitting; occasional bending / stooping, pushing / pulling, and twistingMotion : Repetitive hand motions including frequent keyboarding and use of a mouse; occasional reachingLifting : Occasional light lifting and carrying (less than 15 pounds)Environment : May work prolonged or irregular hours; occasional districtwide travelMental Demands : Work with frequent interruptions; maintain emotional control under stress
Salary : $18 - $27
