Administrative Assistant

Summary: Under general supervision of the Director of Special Education, performs responsible office work involving a considerable degree of independent judgment and initiative. Performs related duties as required.

Examples of Duties

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Functions as administrative assistant to the Director of Special Education and other assigned staff members, providing administrative support and assistance and coordination as needed with other departmental, school district and Calumet County staff.

Performs office and clerical duties including, but not limited to prepares documents and correspondence including typing and/or transcribing dictation, reports, letters, memos, forms, progress reports, agendas, and minutes; photocopies documents; files confidential and sensitive information; maintains student and staff records; and schedules and cancels appointments, as requested.

Maintains special education student records in compliance with state and federal regulations including release/exchange of records and destruction of records in accordance with state guidelines.

Complies with federal, state and local statutes and regulations, school board policies and administrative regulations and school level policies and procedures.

Completes federal, state, and local reports related to Special Education.

Establishes and maintains a database for students receiving special education services.

Maintains a current list of students who are attending a non-home-school due to participation in the Calumet County Special Education Program.

Keeps abreast of regulations and legal issues related to special education.

Processes all incoming and outgoing departmental mail.

Explains policies, procedures, and instructions in response to telephone, electronic and in person inquiries from clients, co-workers and the public. Provides resource information and referral sources.

Manages receipts, revenues and restitution and maintains a variety of complex records which may include bookkeeping accounts.

Assists in the development of departmental regulations and procedures. Maintains staff procedures manual.

Maintains office and program supplies, educational materials and forms, and processes requisitions and purchase orders. Catalogs and indexes all special education materials.

Develops print-ready brochures, forms and educational materials.

Provides School Based training as requested on topics related to office processes.

Maintains records related to equipment inventory including but not limited to technology inventory.

Develops and maintains records regarding students, student placements, services, staff, programs, and assignments.

Sends annual reminder notices to all special education personnel for expiring licenses coming due.

It is unlikely an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties an employee may be required to perform. The examples are merely indicative, not restrictive.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Qualifications

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Graduation from high school; one to two years of experience in performing administrative and general work of a progressively responsible and difficult nature; or an equivalent combination of education and experience. Prefer an Administrative Assistant associates degree or related coursework.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the County.

Mathematical Skills

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 bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of word processing software and the ability to perform a full scope of word processing functions independently and with high degree of accuracy and speed.

Certificates, Licenses, Registrations

Administrative Assistant Certificate preferred.

Other Skills and Abilities

Have working knowledge of filing and maintenance of special education records.

Have working knowledge of the Department of Public Instruction requests for records and information.

Have working knowledge of special education program budgets with the ability to place, receive and inventory purchases.

Knowledge of modern office practices, procedures and equipment.

Ability to learn departmental programs, operations and policies with respect to general functions performed.

Knowledge of business English, spelling, composition, medical, education and legal terminology.

Ability to perform a variety of complex clerical tasks.

Ability to establish and maintain effective public and working relationships.

Ability to maintain confidentiality.

Physical Demands 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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.