2025-2026 Related Services Administrative Assistant

Non-Exempt

General Definition of Work

Performs intermediate skilled administrative support work maintaining a variety of financial records reports and documents preparing and maintaining files and records preparing required or requested fiscal reports processing purchase requisitions keeping accurate records of budget activity verifying payroll records and related work as apparent or assigned. Work is performed under the limited supervision of the Related Services Coordinator.

Qualification Requirements

• Combination of education and experience equivalent to graduation from a two year or community college with coursework in finance business or accounting.
• PC skills required.
• Experience with Microsoft Word Excel and Access required.

Knowledge Skills and Abilities

• Ability to operate all standard office equipment at a very good level of efficiency.
• Ability to read and follow rules procedures and instructions.
• Ability to work independently without close supervision.
• Ability to speak clearly.
• Good communication skills written and oral.
• Ability to understand and follow written and oral directions.
• Ability to establish and maintain effective working relationships with associates and the general public.
• Working knowledge of office practices basic bookkeeping and basic accounting clerical methods and ability to compile information based on general instructions.
• Ability to work with staff in a positive manner

Salary

Grade NC09

Reports to

Related Services Coordinator

Essential Functions

• Manages Timekeeper exceptions relevant sign-in and sign-out information
• Prepares and maintains financial systems and records.
• Receives receipts accounts for and manages staff reimbursements.
• Maintains internal audit policies and procedures.
• Prepares purchase orders and requisitions for purchases made by school.
• Prepares a wide variety of accounting fiscal statistical and similar reports.
• Prepares for and assists with audits.
• Maintains financial records for instructional supply funds for all departments (AT OT PT SLPVI HI APE AUD).
• Purchases supplies and maintains inventory.
• Prepares letters and correspondence.
• Updates vital forms.
• Manages reservations and registrations.
• Prepares submits and maintains payroll information.
• Works with therapists on personnel issues such as annual leave sick leave etc.
• Performs general clerical work as required.
• Performs other related tasks as required.
• Prepares evaluation files to comply with local and federal guidelines assign to therapist communicate with teachers/therapists districtwide to ensure efficacy.
• Data entry for PCG for Medicaid claims.
• Data entry for maintaining student database.
• Assist Related Services Coordinator and staff with other clerical duties as requested.
• Cross-train to backup treasurer and data manager as needed.
• Record minutes for monthly meetings of multiple departments within Related Services.
• Receives processes and distributes incoming and outgoing mail and material.
• Maintain and update licensing credentials for all therapists.

Physical Requirements

• This work requires the occasional exertion of up to 40 pounds of force.
• Work regularly requires speaking or hearing frequently requires standing walking and sitting and occasionally requires using hands to finger handle or feel stooping kneeling crouching or crawling reaching with hands and arms lifting and repetitive motions.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately loudly or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data.
• Work has no exposure to environmental conditions.
• Work is generally in a moderately noisy location (e.g. business office light traffic).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees to this job.