Administrative Assistant for Exceptional Learners & Academic Department

WORK SCHEDULE: Per the Collective Bargaining Agreement (7.5 hours per week 52 weeks per year including paid vacation time. Evenings and weekends as needed. Normal Hours 8:00 4:30)

JOB DESCRIPTION:

The Administrative Assistant in the Office of Special Education & Related Services and Academics Department reports both the Chief Officer of Exceptional Learners Department and Assistant Superintendent of Curriculum Instruction and Professional Development. Provides administrative support to the Office of Special Education & Related Services and Academics Department. Coordinates activities; ensures compliance of activities under area of responsibility with financial legal and administrative requirements; and provides information recommendations and/or direction as may be requested by the Office. Additional responsibilities include: reconciling troubleshooting and providing a high-level of customer service to departments schools and employees. Also required is the ability to handle several tasks at any given time in collaboration with various departments and schools. The Office is a fast-paced dynamic environment that offers an opportunity for career growth within the organization.

ESSENTIAL FUNCTIONS:

1. Assists with the scheduling of meetings including planning and preparation (e.g. copy/duplicate material and prepare files/packets for distribution). May attend meetings and summarize meeting discussions and prepare copies to be distributed as appropriate.
2. Makes arrangements for conferences and interviews. Organizes and arranges all travel needs for conferences and workshops for the Office including obtaining the necessary funds contracts etc.
3. Provides a high-level of customer service to both internal and external customers via in-person telephone calls email mail fax to answer inquiries relating to the Office.
4. Processes requisitions (MUNIS) for materials/supplies verify quantities delivered and distribution and collects prepares processes and submits Supplemental Payroll and monitors Payroll.
5. Compiles data from a variety of sources (e.g. statistical and various types of reports time tables Evaluation Team Leader (ETL) directory (email and phone numbers etc.) and maintains it electronically.
6. Prepares documents as needed (e.g. standard correspondence memorandums reports letters agendas minutes etc.) for the purpose of documenting events for dissemination to the various district stakeholders providing and/or requesting information.
7. Maintains documents files and records for the department that are confidential and time sensitive and makes such files available to authorized personnel.
8. Coordinates activities within the department(s) (e.g. task assignments meetings professional development day activities workshops and appointments).
9. Evaluates situations within the department(s) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
10. Performs computer applications (spreadsheet database word processing presentation tools mail merge documents prepare labels e-mail and internet searches). Performs tasks related to using district software/computer programs such as PowerSchool Teach Point etc.
11. Work with webmaster to continually keep the Offices website updated.
12. Performs other duties as assigned by the Offices.

QUALIFICATIONS:

1. EDUCATION: Associates Degree or higher preferred; 5 10 years work experience with the Springfield Public Schools may be substituted for a degree.

1. EXPERIENCE: 3 5 years of professional experience in complex office setting preferred.

1. ABILITIES: Must be able to express oneself clearly and concisely orally and in writing using proper grammar. Must be a team player and be able to work well with others. Must possess strong organizational and interpersonal skills. Mus possess ability to perform duties and responsibilities with minimal supervision. Must demonstrate high integrity and an exceptional work ethic.

1. TECHNOLOGY EQUIPMENT SYSTEMS AND TOOLS: Requires advanced computer skills in Microsoft Office Suite such as Outlook Word Access PowerPoint and Excel. Expertise with MUNIS and Kronos strongly preferred.

1. WORKING CONDITIONS: Work is mostly performed in an office environment. Regular and punctual attendance is a requirement. Certain situations may require longer hours to complete duties.

1. PHYSICAL REQUIREMENTS AND POTENTIAL HAZARDS: While performing the duties of this job the employee is frequently required to sit; use hands or fingers; handle or feel; talk and hear. The employee is occasional required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

1. POSITION CONTENT: This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities skills and working conditions associated with the position. While it is intended to reflect the position activities and requirements these requirements may change over time. Management reserves the right to modify add or remove duties and assign other duties as necessary.

8. Bilingual (Spanish) preferred.

If you BELIEVE we have a place for YOU on our team! Come work for us!

About our District

Springfield Public Schools is a cultural gem in Western Massachusetts that is committed to providing a learning environment that opens the doors of infinite possibilities to our amazing students and staff. We strive to equip each of our approximately 24000 students with learning experiences that enhance their knowledge and critical thinking skills. We are the 3^rd largest district in Massachusetts. Our district has over 44 languages spoken and over 60 countries represented by both students and staff. We foster a positive and professional environment in our schools and worksites where people feel valued respected supported seen and heard. Our students and staff share their ideas and perspectives learning from and appreciating each other. We are a district that is committed to equity and excellence.

Join a team that Empowers Educators

In addition to offering competitive salaries and benefits we provide numerous cutting-edge professional development opportunities for all staff. We let our data shape the professional development of the district therefore it is relevant and actionable. We support our teaching staff with mentors such as instructional leadership specialists and effective educator coaches to work with them throughout the year in lesson planning data analysis and management. Our district offers career advancement opportunities and is invested in Grow our Own and educational pipeline programs. These programs help our staff achieve a college degree or lead to certification pathways.

If there is something that you would like to know specifically about the position that you are applying for or assistance with matching your skills to a position Carmen Molina-Figueroa will be happy to assist you at .

The Springfield Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis ofrace color religious creed national origin sex gender identity sexual orientation genetic information ancestry age handicap or military service as defined and required by state and federal laws. Additionally we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

NONDISCRIMINATION EMPLOYMENT STATEMENT

The Springfield Public Schools does not discriminate in employment on the basis of race color religion national origin sex gender identity sexual orientation sex characteristics sex stereotypes and other sex-based conduct genetic information ancestry age disability or military service or marital status. The Springfield Public Schools does not discriminate in admission to access or treatment in its programs and activities on the basis of race color sex gender identity sex characteristics sex stereotypes and other sex-based conduct religion national origin or sexual orientation disability or homelessness

NOTICE OF SEX NONDISCRIMINATION

Springfield Public Schools does not discriminate on the basis of sex and prohibits sex discrimination including sex based harassment in any education program or activity that it operates as required by Title IX and its regulations including in admission and employment.

Inquiries about Title IX may be referred to the Springfield Public Schools Title IX Coordinator the U.S. Department of Educations Office for Civil Rights at or both.

The Springfield Public Schools Title IX Coordinator is Katie OSullivan Senior Administrator of Human Resources 1550 Main Street Springfield MA 01103 ext. 55428 .

Springfield Public Schools sex nondiscrimination policy and grievance procedures can be located on the Springfield Public Schools website report information about conduct that may constitute sex discrimination or make a complaint of sex discrimination under Title IX please refer to