Job Description

Job Title

Administrative Assistant, Special Programs and Services

Evaluation Type

Non-Exempt

Department

Special Programs and Services

Pay Grade 

P6

FLSA

Non Exempt 

Date Revised

January 2025

Supervisor

Campus Support Coordinator

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.

        

QUALIFICATIONS:

 

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills/Abilities:

Knowledge of school district organization, operations, and administrative policies Ability to multi-task numerous complex administrative activities Highly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District. Excellent interpersonal, organizational and communication skills Requires good mathematical skills Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department Ability to use personal computer and software to develop spreadsheets and databases and do word processing Ability to initiate and complete projects and programs Ability to research, compile, analyze and report data clearly 

 

Experience:

Three (3) years of secretarial experience, preferably in a public education environment

 

CHARACTERISTIC 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. Process Special Education/504 and other applicable Student Records for incoming and outgoing students as well as third-party entities and parents. Collaborate with the Transportation Department to coordinate Special Transportation for eligible students.  Collaborate with other department assistants and staff to ensure efficient workflow of systems and processes to promote the overall success of the Department.

 

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.

 

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/mission Assist in the development of policies and procedures for the Department of Special Programs and Services Assist 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 and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of a 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