OS II - ADMINISTRATIVE ASSISTANT

Description

BEACON ACADEMY OF NEVADA

Office Specialist II - Administrative Assistant
Job Description

Under the supervision of school administration, this position is responsible for the efficient operation of the office, preparation of related reports, and other general office duties necessary to successfully complete assignments.

Terms of Employment: 12 month per Contract of Employment

Salary:  The compensation for this position is in alignment with the BANV Governing Board approved Salary Schedule; Salary Schedule based on years’ experience and degree held.  Compensation for all positions are determined by the Governing Board and Administration of Beacon Academy.  Consideration is given for experience and specialized skills in determining salary.

Salary Range:  $13.25 - $23.54 hourly

Essential Duties and Responsibilities:

SPED Compliance:

• Enroll new students in Virtual Job Shadow (Indicator 13 requirement) and monitor the student usage.
• Send emails to SPED students to complete the Career Clusters Survey in Virtual Job Shadow and send reminder emails as needed - three reminders before a message sent to the assigned case manager for follow-up (Indicator 13 requirement).
• Records Request from out-of-state schools of newly enrolled SPED students.
• Coordinate with SPED Facilitator scheduling of all IEP meetings and reminder messages to guardians and students of scheduled meeting dates and times.
• Monitor students’ completion rates of NWEA MAP Reading and Math Assessments.
• Print SPED records as part of Registrar support duties.
• Create and send via email to classroom teachers to complete Student Status Report Form - three reminders before message sent to assigned case manager for follow-up.
• Set-up confidential folders of newly enrolled students at each campus.
• Send out via mail merge to parents and students the weekly course progress report and document in smartsheets.
• Assist the SPED Facilitator with confidential folder reviews and draft reports to be sent to case managers and school psychologist for remediation.
• Track all SPED students’ birthdates to trigger Transfer of Rights Notification Forms to be sent to Guardians and students and track for completion of signatures (file in folders).
• Send out via email ACT Consent to Release Information Forms to Guardians or students and track completion of signed forms. Make calls to guardians who did not sign the forms for verbal permission.
• Compliance reporting support as needed.

School Operations (Enrollment/Attendance/Registrar):

• Annual re-enrollment participation in August
• Ongoing special projects

• Import student records in IC
  • ACT/WIDA SCORES
    • Notify when no ACT scores are in for 11th or 12th graders
• Cross reference information for compliance
  • Enrollment snapshot
  • Grade level
  • Cohort
• Enrollment lines
  • Add enrollment lines referencing transcript provided during enrollment
• Requesting records from previous schools, if needed (all students)
  • If error in IC request
  • Or if info is missing when matching records
• Review students’ immunization records and contact parents if non-compliant
• Student cumulative folders
  • Create labels
  • Assemble folders
    • Cross referencing documents provided are correct
  • Filing completed folders
• File OLR summaries in active student binders -Audit compliance
• Review and identify students’ health histories in Infinite Campus for potential initial Section 504 review.
• Special projects
  • Adding SB147 flags
  • Withdrawal packet organization
  • Master register verification of w/d packets
• Input Early Course Release grades into Infinite Campus
• Coverage at East
  • Lunch on assigned days at campus
  • Covering when reception calls in sick
    • Often early morning and traveling to alternate campus
• Coverage at West
  • Lunch coverage, if needed when others are out

SPED Administrative Assistant:

• Assist the school administration in day to day activities, organization, and administration.
• Assist with tracking and analysis of Term grades of all SPED students.
• Daily tracking and coordination with SPED Facilitator the ongoing enrollment status of new SPED students.
• Call and text SPED students and/or guardians if placed on pending withdrawal status to re-engage before actual withdrawal date.
• Send weekly emails to assigned classroom teachers of newly enrolled SPED students.
• Track the enrollment process of new SPED enrollees to the point of records released (or rejected) in Infinite Campus and notify SPED Facilitator of released records. Re-request records as required.
• Schedule student and parent meetings in consultation with SPED Facilitator, organize materials and disseminate to staff and stakeholders in a timely manner.
• Call parents/guardians of upcoming scheduled SPED Meetings and message SPED Facilitator if there is a change request.
• Assist with additional administrative duties in Infinite Campus as directed.

• Has a willingness and capability to work beyond the normal workday.
• Other duties as assigned.
• Preparation of confidential folders of graduated students for storage.

Section 504:

• Track annual due dates of all enrolled students and coordinate with SPED Facilitator.
• Coordinate active student list with attendance office and other personnel as needed.

Qualifications

Experience:

• Minimum of two (2) years successful experience as an executive administrative assistant position in a related field.

• Basic knowledge of NRS/NAC as related to education.
• Ability to perform routine typing and basic computer operations
• Ability to operate basic office equipment, (i.e., computer terminals, printers, copy machines, telephone systems, fax machines, etc.).
• Ability to follow and apply oral and written instructions.
• Ability to abide by the rules, regulations, and policies of the program.
• Ability to learn, create, and apply new and established procedures.
• Ability to handle simple tasks with speed and accuracy.
• Ability to recognize and report hazards and apply safe work methods.
• Ability to work flexible hours necessary for the efficient operation of the department.

Knowledge, Skills and Abilities:

1. Maintain professional competence.
2. Effective oral and communications skills.
3. Proficiency and understanding of computer technology and ability to learn programs.
4. Ability to judge when to act independently and when to refer situations to an administrator.
5. Ability to recognize and appreciate cultural differences and maintain respect for culturally different backgrounds.
6. Knowledge of secretarial practices, office machines, and record-keeping/accounting.
7. Knowledge of BANV operations.
8. Ability to promote public relations and to deal tactfully and diplomatically with people.
9. Ability to plan, organize, and set priorities on work and to work independently.
10. Ability to interpret, explain, and apply written and oral instructions, procedures, and regulations.
11. Ability to keep information confidential and maintain an ethical attitude.
12. Ability to maintain confidentiality of data and knowledge of FERPA requirements.
13. Ability to perform editorial checking for spelling, punctuation, and grammar.
14. Ability to work under pressure, meet short deadlines, and shift suddenly to new tasks when priorities change.
15. Ability to develop letters and reports for conformance with given principles of style.
16. Ability to concentrate on accuracy of details.
17. Ability to prepare complex reports on own initiative or as directed.

Preferred Qualifications:

1. Proficient in Microsoft Word, Excel, Infinite Campus, Google Docs, Gmail, and PowerPoint.
2. Exceptional organizational skills, accuracy and attention to detail.
3. Excellent telephone skills, accuracy, and attention to detail.
4. Bilingual preferred.

Education, Training, and Experience:

1. High  school  graduation  or  other  equivalent  (i.e.; GED, college, technical, trade school transcript or foreign equivalency).
2. Three (3) years of database management and customer service experience.
3. No specific Certifications or Licenses required.

 Physical Demands:

The physical requirements indicated below are examples of the physical aspects that a person holding this position must perform in carrying out essential job functions.  Reasonable accommodations may be made to enable a person with a disability to perform the essential job duties.

1. Sufficient vision to read printed material, see distance objects with clarity, identify and distinguish objects, and be visually observant of classroom behavior and learning activities.
2. Sufficient hearing to hear conversations in person and on the telephone, hear sounds clearly up to 20 feet and be cognizant of verbal altercations in the classroom.
3. Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation and on the telephone, and in addressing groups.
4. Ability to exert up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects; ability to occasionally restrain or move up to 50-100 pounds if required to intervene during student safety issues.
5. This type of work requires occasional or frequent standing, walking, sitting, bending, or reaching for extended periods of time.
6. This type of work requires occasional or frequent stooping, kneeling, crouching or crawling during crisis scenarios such as hard lockdowns, earthquake drills, etc.
7. Sufficient manual dexterity and/or mobility to grasp and/or manipulate objects, operate mechanical equipment, and move about the work area.
8. Ability to operate, activate and use a computer and other office productivity machinery such as a calculator, copy machine and printer.
9. Employees in this classification may be subject to work environments that have exposure to weather or interiors with extremes of heat and/or cold, wet and/or humid conditions, temperature fluctuations, high noise levels, and various work related hazards such as bloodborne pathogens or other potentially infectious materials.

Disclaimers

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Equal Employment Opportunity Employer

Beacon Academy of Nevada is an Equal Employment Opportunity Employer.

Beacon Academy of Nevada does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, disabilities, marital status, pregnancy status, veteran’s status or any other basis prohibited by federal, state, or local law.  We value and encourage diversity in our workforce.

Americans with Disabilities Act (ADA) and Section 504 Accommodations

Individuals with disabilities, who need reasonable accommodations in order to apply or maintain employment, should contact Beacon Academy of Nevada’s Department of Human Resources at 702.726.8600.

Salary : $13 - $24