Admin. Assistant To Exec. Director Of Special Services

SPECIAL SERVICES DEPARTMENT

ADMIN. ASSISTANT TO EXECUTIVE DIRECTOR

JOB TITLE:Administrative Assistant to the Executive Director of Special Services

REPORTS TO:Executive Director of Special Services

DEPTARTMENT/SCHOOL: Curriculum and Instruction/Special Services

PRIMARY PURPOSE:To represent SFISD in a positive way by maintaining effective communication record keeping and department planning; to carry out all duties in an effective and organized manner to assist in the facilitation and coordination of all activities related to the Special Service Department.

QUALIFICATIONS:

Education/Certification:

• High School diploma or GED.
• 30-48 college credit hours or more preferred.

Special Knowledge/Skills:

• Excellent organizational communication and interpersonal skills
• Computer literacy
• Type 30 or more words per minute
• Ability to follow directions and multi-task with minimal supervision
• Ability to maintain confidentiality
• Proactivity
• Basic understanding of excel

Major Responsibilities and Duties:

• Welcome department visitors screen unexpected visitors and telephone calls in accordance with department protocols.
• Assist with typing documents and letters handling mail-outs for parents filing and taking phone messages etc.
• Assist with the department event planning such as scheduling purchasing room set-up and clean-up and provision of snacks/food/drinks/menu etc.
• Assist department and campus staff with reserving training rooms.
• Medicaid Administrative Assistant-manage district uploads to MFCS manage Random Moment Time Study and train staff to complete the study manage monthly transportation log and review attendance before submitting to MFCS.
• Manage local Special Education federal and local budgets and process purchase orders (IDEA/local (Inc. Nurse Budget).
• Coordinate contract agreements with independent contractors and Human Resources Department and facilitate required training.
• Perform TEA drawdowns in TEAL and complete all necessary reporting.
• Process travel requests.
• Maintain the department inventory of supplies supply boxes technology and other equipment and supplies.
• Submit all necessary department work orders in School Dude and Eduphoria.
• Distribute track and collect annual employee forms and certification letters for the department.
• Compile maintain and file reports records and other documents.
• Duplicate materials: type copy and distribute handbooks guides etc. as needed.
• Manage maintenance of copier scanner fax machine ink and staple cartridges and other office equipment/supplies.
• Process extra duty timesheets.
• Assist with Child Find process and scheduling.
• Proactively review calendars of Director and Coordinator in advance to prepare for upcoming meetings and arrange for room set up and supplies.
• Complete student record transfer in e-STAR.
• Process request for all agencies and other school districts regarding record requests.
• Manage PEIMS compliance and input for ESYS contract hours 504/Dyslexia and Special Education including running monthly TSDS reports for ARD Facilitators.
• Maintain staff and student rosters monthly.
• Perform other duties as assigned.

Communication and Interpersonal Skills:

• Maintain Confidentiality
• Work collaboratively and maintain a positive relationship with campus staff parents and community members.
• Demonstrate integrity and ethics.
• Excellent written and oral communication skills.
• Maintain friendly customer-service-driven interactions with all stakeholders.
• Be proactive in planning and preparation.

Basic Skills:

• Proficiency in Microsoft Office Word and Excel
• Proficient understanding of computers and ability to learn new computer software programs.
• Utilize time wisely for effective management of job responsibilities.
• Maintain punctuality in daily work times appointments and meetings.
• Meet task completion deadlines established by supervisor.
• Exemplify high standards of ethical conduct.
• Display tolerance necessary for accepting supervision for and criticism of job performance.
• Work in harmony with supervisory faculty and peer personnel.
• Use professional information discreetly and judiciously.
• Support and follow administrative and board policy
• Represent the school system to the community in a positive professional way.
• Maintain a sincere friendly attitude toward patrons.
• Perform other duties as assigned.

WORKING CONDITIONS:

Equipment Used:

• Phone personal computer printer fax machine calculator and other computer peripherals.

Mental Demands/Physical Demands/Environmental Factors:

• Maintain emotional control under stress. Have the capacity for frequent standing stooping bending pulling and pushing. Have the ability to move small stacks of textbooks media equipment boxes and other classroom equipment.

Terms of Employment:

• Work year established by the Board; salary according to current schedule.

Evaluation:

• Performance of this job will be evaluated annually.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

IC