Special Programs Administrative Assistant

ALL APPLICATIONS MUST BE SUBMITTED THROUGH THE EVSD WEBSITE AT:

https://evsd.tedk12.com/hire/index.aspx

Job Title: Special Programs Administrative Assistant, East Valley School District

Reports to: Director of Special Programs

Work Schedule: Monday through Friday 7:30am – 4:00pm (8.0 hours per day – hours may vary depending on district needs), beginning immediately after hire, 260 days per year

Salary: $22.69 - $26.12 per hour, depending on placement, District Non-Represented

Job Summary:

Under the direction and supervision of the Director of Special Programs or designee, this administrative assistant position will provide services for special programs and is responsible for promoting the smooth and efficient operation of this department. The administrative assistant will answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding services provided by special programs. The administrative assistant will work closely and provide assistance to directors, principals, teachers, school psychologists, therapists, and paraeducators.

Essential Job Functions:

This list of essential job functions is not exhaustive and may be supplemented as necessary. Depending upon individual assignment, the employee may perform all or a combination of several of the following duties:

· Maintain system of accountability for students eligible for special education. section 504, and multi-lingual.

· Review all paperwork submitted in order to maintain compliance to state and federal guidelines.

· Maintain confidential records/files (both electronic and hard copy) for all special education and section 504 students per WAC 392-172A.

· Purge special education student files per state records retention manual.

· Send and receive requests for special education and section 504 student records.

· Prepare and/or assist in the completion of mandatory special education reports.

· Input student information into Skyward system.

· Send and receive necessary paperwork related to monthly P223H count.

· Compile and maintain Special Education Transportation records.

· Maintain necessary program documents and records for specific programs.

· Prepare and mail correspondence as needed.

· Prepare purchase orders and maintain all required paperwork.

· Monitor inventory for specific programs.

· Review and process mileage and claims for expenses.

· Process registration and make necessary travel arrangements for staff/director professional development.

· Maintain various monthly calendars and agendas (meetings, trainings, etc.).

· Maintain confidentiality of sensitive student and staff information.

· Communicate with parents and outside agencies to complete Child Find Referrals.

· Organize and support the Special Education Extended School Year (ESY) program.

· Prepare Personal Services Contracts and manage payments of services.

· Work with colleagues in a collaborative manner and be a positive team builder.

· Meet multiple demands in a high pressure setting and maintain a high-quality level of work.

· Operate telephone to answer, screen, or forward calls, providing information or taking messages.

· Use professional judgment when dealing with employees and the public.

· Provide information about the district, such as location of departments or offices, employees within the organization, or services provided.

· Collect, sort, distribute, or prepare mail, messages, or courier deliveries.

· Process and prepare memos, correspondence, or other documents.

· Schedule and confirm appointments and use of meeting spaces.

· Monitor and keep records for audit purposes.

· Provide typing, word processing, spreadsheet, graphics, and database work.

· Create data files and run reports using school software systems.

· Respond to all clientele in a cordial, courteous manner, answer telephones, relay messages, and schedule appointments.

· Prepare and process various special programs documents including correspondence, memos, reports, etc. to provide information to district and community.

· Ability to compose, edit, and format documents using different software programs.

· Prepare custom reports as requested by administrators and others.

• Take necessary and reasonable precautions to protect students, equipment, materials, and facilities.
• The employee shall maintain a consistent presence at the assigned work site(s) and work the regular work hours specified by the contract.
• Professionally interact with colleagues, members of the public, and students.
• Comply with and uphold all district policies and all applicable laws.
• Fulfill other responsibilities as assigned by the supervisor.

Desired Skills:

· Accurately operate 10-key by touch and type 60 wpm.

· Training and/or experience working with Special Education procedures and terminology is preferred.

· Experience with Skyward, IEP Online, iGrants, GoogleDocs, and Microsoft Office Suite (Word, Excel, Publisher and Power Point).

· Flexible in learning new concepts, cooperates with others, and adapts to a variety of assignments and conditions.

· Demonstrates ability to communicate clearly and effectively in both oral and written communication.

· Ability to handle confidential matters and information in a professional manner.

· Ability to establish cooperative working relationships with district staff to enhance the completion of assigned tasks.

· Sets and attains high level of expectations with a commitment to using available resources in a way that accomplishment occurs.

· Demonstrated ability to work effectively with a diverse group of students, colleagues, parents, and administrators.

· Demonstrates personal characteristics of flexibility, high-stress tolerance, reliability, punctuality, dependability, and an ability to maintain confidentiality.

· Ability to maintain high standards of professionalism and diplomacy in dealing with the public and district staff.

· Ability to lift objects weighing up to 40 pounds.

· Ability to work independently within the parameters of the job to organize, set priorities, meet deadlines, make sound decisions, attention to detail, and follow through on a variety of assigned tasks, without the need for constant supervision.

Minimum Qualifications:

· High School diploma or equivalent (documentation required at time of application).

· Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance.

· Valid Washington State driver’s license or evidence of mobility.

· Proof of Immunization (if born 1/1/57 or later).

· I‐9 Employment Eligibility in compliance with the Immigrations Reform and Control Act.

· Completion of all district‐required trainings within thirty (30) calendar days from hire date.

Work Environment:

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. This is an office job. The employee is confined to a work area; required to have precise control of fingers and hand movements; experiences constant interruptions and inflexible deadlines; must be able to work at a computer monitor for prolonged periods; and must be able to crouch, crawl, bend, kneel, and lift/move objects such as files, boxes, etc. The employee may be required to deal with distraught and/or angry persons and may be exposed to infectious diseases carried by children. The noise level in the work environment is acceptable to this particular environment and can vary depending upon daily activity but will remain within acceptable ranges.

Evaluation:

The Special Programs Administrative Assistant shall be evaluated periodically by the Superintendent Designee pursuant to the currently established district procedures and evaluation criteria. The process shall include an evaluation of the employee’s performance of the above essential job functions and desired skills.

Job Type: Full-time

Pay: $22.69 - $26.12 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $23 - $26