Department:

Student Support Services

Job Title:

Administrative Assistant to Director/Assistant Directors of Student Support

FLSA Status:

(Exempt/Non-exempt)

Exempt, Nonaligned

Reports to:

Director of Student Support Services

GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):

The purpose of this position is to perform a wide variety of complex secretarial and administrative duties under the broad supervision of the Director/Assistant Directors of Student Support Services. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Work requires a foundational knowledge of student support services. Work requires support with complex problem solving and critical thinking skills to respond to continual changing needs of the department. Performs all other related work as required. 

QUALIFICATIONS:

REQUIRED QUALIFICATIONS:

Education, Training, and Experience:

High school education plus two years of college education and three to five years of administrative office experience as an administrative  assistant in a public school system or any equivalent combination of education, training, and experience.

Knowledge, Ability, and Skill: 

Knowledge:  Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the school department.  Thorough understanding of educational systems. Advanced working knowledge of computer software applications. Prior experience in student support services is preferred, but if not existing, the ability to understand the developing needs of student services is essential.

Ability:  Ability to deal effectively and tactfully with staff and the public. Ability to compose well-crafted correspondence. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to handle a multitude of varying and complex issues. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Proven analytical skills required. Accuracy and attention to detail are essential to ensuring compliance and meeting student needs. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position. Ability to work collaboratively in a team environment. 

Skill: Expertise and skill in utilizing computers, a variety of word processing, database, budgeting, grant, and spreadsheet applications.  Excellent customer service and interpersonal skills. Excellent written and oral communication skills, including note-taking at meetings. Strong organizational skills utilizing technology to store department information (e.g., legal information – agreements, student information; meeting notes, etc.). Skill in all of the above listed tools and equipment as well as responsiveness to new and emerging technologies as needed. 

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

Office Support: 

-Oversee the daily support and administrative (clerical) operations of the District Student Support office.

-Performs all general clerical duties including but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering email, maintaining records and files, drafting correspondences, maintain all confidential correspondences generated by the Director/Assistant Directors.

-Assist in coordinating the workflow and project management for other administrative assistants in the department.

-Transportation – Respond to transportation issues that arise throughout the year and possess a general understanding of the transportation process and who to contact.

-Support the Director/Assistant Directors by maintaining calendars for the Student Support Services Department.

-Miscellaneous duties – Copy student files for counsel and upload them to our online storage system, maintain all office files and upload to an organized online storage system, coordinate student support services events, department meetings, PLCs, IEP meetings as determined by the Director, etc.

Reporting:

-McKinney-Vento and Foster Students – Coordinate with Nurse Health Leader the placement and transportation for students that are homeless or in foster care and have moved into the district throughout the year. Year-end reporting for all homeless students and foster students, to include the number of students enrolled and the district cost for transportation.

-Medicaid – Responsible for and assisting in providing necessary information to School-Based Medicaid Program for all three districts 

       to include; school year calendar, student support staffing, out-of-district documentation and eligibility. Work closely with Finance to

       provide information for quarterly reports and year end reporting. Oversee mailing to parents at the beginning of the year and other

       duties to support the Medicaid process.

-Circuit Breaker – Responsible for preparing the circuit breaker claims on a yearly basis for all three districts. This 

       process involves identifying high profile students, reviewing their education plans to formulate the service delivery grid with 

       guidelines from the DESE for maximum reimbursement. Provide necessary documentation for students that require approval from

       the DESE for unapproved programs, 1:1 support, etc.

-Audits – Assist in preparation for a variety of audits: Circuit Breaker, Tiered Focus Monitoring, budgets, etc.

-Assist in the preparation of various reports that are required by the DESE: January 1 report, indicators, etc.

Financial:

-Grants - Provide assistance to the Director of Student Support Services in maintaining the grant budgets for the Student Support 

       Services Department. 

-Budget – Assist the Director of Student Support Services in the yearly budget process and monitor expenditures throughout the fiscal year.

-Meet with financial coordinators and administrative assistants on a monthly basis to review expenditures, purchase orders, budget projections, etc. 

-Enter purchase orders into the financial system for the Student Support Services Department to include:  conferences, supplies, 

       memberships, consultant fees, grant funded needs, etc.

-Work closely with the Assistive Technology specialist to order supplies for students in all three districts in need of technology support.

-Maintain accurate records and reporting for all budgetary needs

-Work with administrative assistants to prepare contracts for approval between OOD schools and District

Staff Support:

-Personnel – coordinate interviews for open positions within all three districts for the Student Support Services Department.

-Summer – Prepare contracts for summer staff and process time sheets that are submitted on a weekly basis.

-Workshops – Register staff for various workshops, seminars and conferences. Coordinate reimbursement, when applicable.

-Assist in preparation of in-district workshops including adding information to smartPD, tracking attendance, etc. 

-Time Sheets – Review and process time sheets on a weekly basis for staff that provide extra services for students throughout the year.

-Provide backup support for various responsibilities of Student Support Services administrative assistants.

-Serve as a welcoming support to any parent/staff member in fielding questions and concerns.

Other:

-Communicate effectively with students, colleagues, parents, and the community

-Consistent and on-time attendance is required

-Any other duties or tasks assigned

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

Work Environment:

• Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
• Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
• Makes frequent contact with members of the Central Office Administration, School Administration, School staff, Legal Professionals, Transportation, out-of-district schools, Medicaid, and members of the Department of Education. Contacts require a high degree of tact and confidentiality.
• May be expected to attend meetings, trainings, visits to any of the various school district buildings 
• Employee has access to highly sensitive and confidential information pertaining to staff and students.

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.