What are the responsibilities and job description for the Special Populations Administrative Assistant position at Brownwood ISD?
Primary Purpose:
Provide administrative and clerical services to the Director of Special Populations to ensure efficient operations of Special Populations programs.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient skills in keyboarding, data entry, word processing, and file maintenance
Knowledge of applicable federal, and state laws, guidelines, and procedures
Ability to use software to develop spreadsheets and databases and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Ability to maintain accurate and auditable records
Ability to follow verbal and written instructions
Knowledge of basic accounting principles
Effective organizational, communication and interpersonal skills
Experience:
3 years secretarial experience or related position experience preferably in a school setting
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare communications, correspondence, forms, reports, manuals, purchase orders including travel district wide for special populations staff.
- Compile, maintain, and file all reports, records, and other documents as required.
- Maintain student records including records for surrogate parents/foster related and coordinating with other districts receipt of records.
- Compile data for Special Populations PEIMS entry, including special education, emergent bilingual and 504.
- Track and maintain inventory of district assistive technology devices and equipment.
- Assist the director and diagnosticians with Child Find referrals, and subsequent TEA reporting.
Accounting
- Assist director with budget preparations and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
- Assist with Special Populations contracted services in billing and contracting.
- Maintain and enter School Health and Related Services (SHARS) billing to the State of Texas Automated Information Reporting System (STAIRS).
Other
- Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
- Maintain a schedule of appointments and make travel arrangements for department staff.
- Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
- Uphold strict confidentiality of information while ensuring compliance with all regulations. Strong organizational skills are essential for managing documentation and requirements of special population programs.
- Assist director with day-to-day operational procedures.
- Collaborate with parents to identify and connect them with appropriate resources and support tailored to their needs.
- Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.
Work Days: 226
Salary: District Compensation Plan
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
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