Special Education Administrative Assistant - HIRING NOW

**Full-time/240 day year round position

Job Title:  Special Education Administrative Assistant

Department:  Special Education

Education Level and Certification:  High school diploma or GED, college-level coursework and two years’ previous clerical/administrative experience preferred.  

Reports To:  Director of Special Education

Terms of Employment: 240 days / Schedule 6 / Classified

Performance Responsibilities and Job Tasks  

Ensure efficient clerical and administrative functions between office, inter-agency, student programs, families, state, regional and ESU 13 area school districts.

General Responsibilities

• Maintain confidentiality of student and family information as required by NDE Rule 51 and Rule 52 and the Family Educational Rights and Privacy Act (FERPA).
• Prepare reports, memos, letters, presentations, financial statements and other documents, using Google/Microsoft Office suite of products or other platforms.
• Participate in ESU-wide training and collaboration activities, including ESU in-services and administrative assistant meetings
• Leverage technology tools to streamline administrative processes, including form automation, document sharing, and electronic recordkeeping, while ensuring data security and confidentiality.
• Perform other tasks or duties as assigned by the ESU 13 Administrator, Director or other supervisors
• Comply with the ESU 13 Employee Handbook, follows Code of Ethics and Standards of Conduct.

Departmental Tasks

• Ensure the smooth operation and coordination of department activities.
• Serve on website design committee to update Special Education ESU 13 website; organize and update department website informational materials as requested. 
• Make travel arrangements related to travel requests.
• Maintain, update, and communicate with supervisors on time sheets for Classified Staff to ensure staff absences, leave request entries, and entered times are prepared for the payroll department by the end of each payroll due date. 
• Assist the department in documenting and logging activities in SMART.
• Serve as a contact point for receiving, ordering, organizing, and distributing of materials including annual COOP purchasing.
• Coordinate, schedule and organize meetings.

Student Program Tasks

• Support and monitor the School Lunch Program to include: preparing materials for audit as needed, maintaining and monitoring staff training schedule for program, gathering related forms, entering reimbursements and payments, and other required tasks for the program to run smoothly. 
• Assist with student files, parent letters, and orientation and screening packets for all  student programs. 
• Ensure accurate attendance recording via student information system and provide attendance reports to districts for all student programs.
• Model positive regard for programs in the community.
• Manage substitute assignments or backup staffing needs for the special education department.

Financial Collaboration

• Support for grant completion and maintenance to include: data entry, record keeping and reporting for federal time and effort logs as requested through PARs and Semi-Annual Certifications. 
• Assist in the creation and organization of departmental staff billing documents, time and effort logs, and contract day tracking sheets.
• Conduct monthly reviews of billing documentation for accuracy and completion.
• Compile billing information for related services.
• Prepare, organize, and code receipts for submission to the Business Office.
• Receive purchasing requests from staff and enter into an online system.

Director Support Tasks

• Produce and distribute correspondence, disseminate meeting invitations, and assist in preparation of reports.
• Compile district calendars annually utilizing a shared Google Calendar.
• Take minutes at various meetings.
• Maintain and organize the departmental asset lists, coordinate related materials, and prepare documents for yearly submission.
• Make copies, create folders, cut/laminate items, or prepare materials in other fashions the Director of Special Education as requested and assist in preparation of training materials. 
• Organize, track, and communicate needs for routines-based early intervention fidelity, including managing accounts and data reports from online platforms.

Working Conditions

1. Inside a heated, air conditioned facility, classroom setting, and outdoor playground.
2. Exposure to incidents of aggression when working with students with behavioral impairments.

At-Will Position.   This position is an “at-will” position and may be terminated, with or 

without cause, at any time in the sole discretion of the ESU 13 Administrator or ESU 13 

Administrator’s designee.

Essential Functions:  The essential functions of the SPED Administrative Assistant position include: (1) regular, dependable attendance on the job; (2) the ability to perform the identified tasks and to possess and utilize the identified knowledge, skills, and abilities and to perform the identified work activities; and (3) the ability to perform the following identified physical requirements.

It is the policy of ESU 13 to not discriminate on the basis of sex, disability, race, color, religion, veteran status, national or ethnic origin, age, marital status, pregnancy, childbirth or related medical condition, or other protected status in its educational programs, admission policies, employment policies or other administered programs.  Persons requiring accommodations to apply and/or be considered for positions are asked to make their request to the ESU 13 Administrator.