JOB DESCRIPTION
Job Title Administrative Assistant, Special Programs & Services		Evaluation Type Paraprofessional	Department Special Programs and Services
Pay Grade P6	FLSA Non-Exempt	Date Revised August 2024	Supervisor Associate Director of Special Programs and Services

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. Develop and administer federal, state and local budgets under the direction of the Director of Special Programs and Services.

 

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 years’ 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.

 

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.

 

Budget/Purchasing Responsibilities and Duties:

• Ensure the payment of invoices for service providers for the Department of Special Programs and Services.
• Support the provision of Special Education services to eligible students through administration and maintenance of the Special Programs and Services budget.
• Maintain inventory of department assets, equipment, and supplies.
• Prepare monthly and other periodic department financial reports.
• Receive reimbursements, payments, and flow-through funds (Federal Grants/NOGAs, Interlocal Agreement Funds, Regional/State flow-through funds, etc.) and apply them to the appropriate budget codes.
• Maintain accurate record keeping of materials requests, purchase orders, invoices, and inventory for purchased items and services.
• Maintain physical and computerized departmental files.
• Maintain student records as needed.
• Support the development, maintenance, and administration of the Special Programs and Services budget including Special Education and 504 funds.
• Collaborate with District Business offices to verify proper budgeting and purchasing guidelines are followed.
• Collaborate with department administrative assistants to ensure accurate budgeting, purchasing and expenditures.
• Audit staffing sheets and budget codes to ensure compliance with state funding requirements for campus and department staff.
• Regularly audit payroll codes for accuracy and identify needed changes for submission to the Department Director and Business Office.
• Collaborate with department staff to ensure contracts are completed within district, state, and federal guidelines.
• Maintain current knowledge of school finance, budgeting, purchasing and contracting regulations applicable to public school districts.

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, printer, calculator, copier, fax machine, 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