Administrative Assistant - Special Education

Schoolspring Job ID# 5090038

POSITION OBJECTIVES: To oversee special education office operations and perform a wide variety of clerical/secretarial and administrative tasks for the Director of Special Education (School-Based), and special education department and/or program.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

• Oversees and carries out various day-to-day departmental administrative functions.
• Performs regular secretarial duties for the department: answer phones and serve as department receptionist; type/print using word processor, correspondence, reports, manuals, and the like; order office supplies; maintain appointment calendars; screen and distribute incoming mail; set up meetings; photocopy; and other department clerical functions.  
• Coordinates, initiates, prepares, processes and/or monitors various administrative/financial/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by students, faculty, staff, parents, or others.  Specific assignments include, but are not limited to:

• Gather records and prepare mailings for students transferring to another school.
• Perform bi-weekly payroll reports; collect, review timesheets for accuracy; enter and report data.
• Coordinate the semi-annual distribution of students’ special education profiles to all classroom teachers.

• Organizes and maintains various departmental files and records, frequently involving cross-filing/cross-reference systems.
• Performs a variety of tasks related to the development and maintenance of computerized departmental records using personal computer:  design and basic programming of appropriate data bases and data management/reporting systems using various PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Develops and maintains various logs and other manual record-keeping systems related to assigned functions.
• Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
• Performs various bookkeeping functions:  initiate and process financial documents related to operating budgets or special accounts (e.g. generate and track purchase orders); monitor financial activity; organize and maintain financial records; prepare related reports; collect and disburse petty cash funds.
• Performs a variety of basic liaison functions with students, faculty, staff, parents, alumni, vendors or other department/program constituency: explain policies/procedures, answer various questions, coordinate services/assistance, handle special requests or problems, routing to senior staff members as appropriate.
• Performs other specialized or technical administrative tasks related to the department’s primary function.
• Confers regularly with immediate supervisor, other department/District personnel, and/or various firms/organizations/individuals outside the District to plan and coordinate activities, exchange information, resolve problems, and the like.
• Uses discretion in handling confidential information.
• Performs related duties as assigned.

SUPERVISION RECEIVED:  Reports to, evaluated by and receives direction from the Director of Special Education (School-Based).  Receives some direction and assignments from other professional educators within the department.

SUPERVISORY RESPONSIBILITIES:  May train, assist and occasionally direct co-workers, but generally works along with those persons.  Trains support staff personnel on the proper completion and submission of timesheets.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience.  Associate’s degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical/secretarial skills.

• Good basic administrative and organizational skills.  Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems desirable, and possibly required.  

• Ability to deal effectively with a wide variety of District personnel, students, and/or outside individuals/organizations.

• Language Skills.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of students or employees. 

• Mathematical Skills.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Some bookkeeping/accounting training or experience may be desirable.

• Computer Skills and Experience.

• Reasoning Ability/Mental Requirements.  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

• Communication & Interpersonal Skills.  Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations.  Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.

• Additional Competencies.  The individual in this position must possess the following:

• Dependability – being reliable, punctual, responsible and fulfilling obligations.
• Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
• Attention to Detail – being careful about detail and thorough in completing work tasks.
• Integrity – being honest and ethical.
• Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
• Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.

Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.

CVSD is an equal opportunity employer and is committed to ensuring that all of our students achieve our mission - which means we are also committed to developing a faculty and staff that represents the inclusive, welcoming environment we seek to develop for students and families.