Administrative Assistant (.8 FTE or 176 Days)

Columbia Gorge Educational Service District

Job Description Administrative Assistant Early Intervention/Early Childhood Special Education

Title: Administrative Assistant - Early Intervention/Early Childhood Special Education

Department: Early Learning Department

Classification: Classified

Supervised by: Program Director or Assistant Director

Work Year:176 Days - 12 Month Calendar (.8 FTE of 190 Days)

Wage:$23.91 - $31.47 per hour (Class A)

Position Purpose:

To provide record keeping clerical support and assistance in the efficient and effective operation of the Early Intervention/Early Childhood Special Education Program.

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Five years job related experience or a graduate of a recognized school of secretarial skills required.
• Associate Degree or other post-secondary education and/or training in a related field. Preferred.

• Bilingual in English/Spanish is preferred.

Licenses Certifications Bonding and/or Testing Required:

• Criminal Justice Fingerprint Clearance
• Valid Drivers License and evidence of insurability
• First Aid Card
• Successfully pass district background screening

Knowledge Skills and Abilities:

1. Provides professional skills in e-mail word processing and spreadsheet applications for the purpose of relaying information to appropriate parties.
2. Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
3. Knowledge of department specific program areas including policies and procedures.
4. Collaborates with department Director/coworkers to design and produce program specific documents.
5. Makes independent decisions within limits of agency policies and procedures in the absence of a supervisor.
6. Performs work with accuracy thoroughness and dependability.
7. Demonstrates understanding of job requirements.
8. Demonstrates the ability to learn and perform under changes in work or working conditions.
9. Can be counted on to follow instructions and works well with a minimum of supervision.
10. Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
11. Effectively communicates with others in an appropriate manner.

Essential Job Functions:

1. Assists with administration and regulation of departments budgets. Monitor revenue expenditures and reconcile year-end balances.
2. Oversee and manage CGESD Medicaid Billing
3. Provides assistance and follow through to questions and inquiries; when necessary directs questions and concerns to appropriate ESD staff.
4. Assists department staff in meeting agency system requirements (travel reimbursements payroll etc.).
5. Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
6. Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
7. Completes and submits referrals/reports/plans as required by program area.
8. Maintains database/lists in accordance with agency and/or program needs as appropriate.
9. Perform other related duties as assigned to support the success of the agency.
10. Demonstrate professional character in all job responsibilities. Display courteous polite disposition exercising tact and diplomacy. Maintain confidentiality in reference to staff boards and in all aspects of operation of the Early Learning Department.

1. Provide assistance and follow through to questions and inquiries; when necessary direct questions and concerns to appropriate staff board members and/or community partners.
2. Complete and process department purchase orders. Verify receipt of purchases and direct merchandise to appropriate programs.
3. In the Department Directors absence make independent decisions within the limits of agency and district policies and procedures regarding department matters.
4. Assists department staff in meeting agency system requirements for travel reimbursements etc.
5. Payroll preparation for department staff (track staff calendars leave exchange forms and timesheets).
6. Provide professional skills in e-mail word processing spreadsheet applications verbal communication and written composition for the purpose of relaying information to appropriate parties.
7. Maintain a regular filing system (electronic and paper) and department inventories.
8. Demonstrate flexibility and adaptability to acquiring new tasks and learning new skills.
9. Perform other related duties as assigned to support the success of the agency.

Educational Skills:

Language & Communication:

• Ability to comprehend interpret and explain pertinent laws rules regulations policies and procedures.
• Ability to read and comprehend instructions correspondence and memos.

• Ability to speak effectively with other employees and/or students.

• Ability to effectively present information and respond to questions from groups of administrators managers employees clients customers and/or the public.

• Ability to write reports and business correspondence.

• Ability to effectively present information and respond to questions from individuals or groups.

Mathematical:

• 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 graphs.

• Ability to apply concepts of basic algebra and geometry.

• Ability to make accurate mathematical computations or apply standardized statistical procedures.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

• Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

Workplace Expectations:

• Work effectively with and respond to people from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior speech and dress in a neat clean and appropriate professional manner for the assignment and work setting.
• Have regular and punctual attendance.
• Confer regularly with other ESD staff ESD Districts and immediate supervisor.
• Follow all District policies work procedures and reasonable requests by proper authority.
• Maintain the integrity of confidential information relating to a student family colleague or District patron.
• Demonstrates professional character in all job responsibilities. Displays courteous polite disposition exercising tact and diplomacy. Maintains confidentiality in all aspects of the agency.
• Attend training related to professional growth to stay current on best practices.

Physical Requirements:

1. In an eight-hour day employee may:
2. Stand/Walk None 1-4 hrs x4-6 hrs 6-8 hrs
3. Sit None 1-3 hrs 3-5 hrs x5-8 hrs
4. Drive None x1-3 hrs 3-5 hrs 5-8 hrs

1. Employee may use hands for repetitive:

x Single Grasping x Pushing and Pulling Fine Manipulation

1. Employee may use feet for repetitive movement as in operating foot controls:

Yes xNo

1. Employee may need to:

1. Bend Frequently xOccasionally Not at all
2. Squat Frequently xOccasionally Not at all
3. Climb Stairs Frequently xOccasionally Not at all
4. Lift Frequently xOccasionally Not at all

1. Lifting:

Sedentary Work: Lifting 10 pounds occasionally with frequent sitting and occasional standing/walking.

x Light Work: Lifting 25 pounds occasionally with frequent sitting and occasional standing/walking.

Medium Work: Lifting 50 occasionally 25 pounds frequently with occasional sitting and frequent standing/walking.

Medium Heavy Work: Lifting 75 pounds occasionally 35 pounds frequently with occasional sitting and frequent standing/walking.

Heavy Work: Lifting 100 pounds occasionally 50 pounds frequently with occasional sitting and frequent standing/walking.

Mandatory Child Abuse Reporting

As mandatory reporter (ORS.419b.010) you are required to immediately report to Law Enforcement and or Department of Human Services any instances of suspected child abuse.

Agreement

I have reviewed the requirements and expectations for the above position and understand its content. I am aware that my position description may be revised or updated at any time and once notified of changes I remain responsible for the knowledge of its contents.

The statements contained herein reflect general details necessary to describe the principle functions required of this position the level of knowledge and the skill typically required and the scope of responsibility.

I have read and received a copy of this job description. I understand the expectations required for this position and that a copy of this job description will become part of my personnel file.

Employee Signature Date