Executive Assistant to the Assistant Superintendent for Special Education

POSITION SUMMARY

Provides administrative support to special education administrators and support staff necessary to conduct school business and meet the needs of the department. Writes correspondence, plans, arranges and coordinates trainings/meetings, and anticipates the needs of the Special Education department across the Agency. Monitors and plans budgets, grants and department spending to ensure operation within Agency guidelines. Performs special assignments as directed by supervisor.

ESSENTIAL FUNCTIONS

Note: These duties and responsibilities are judged to be "essential functions" in terms of the Americans With Disabilities Act or ADA. 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. The statements below are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.

• Performs administrative support tasks such as answering telephones, preparing correspondence, mail handling, filing, and operating copier, fax, and other office equipment. Maintains calendars, coordinates meetings, and monitors day to day operations.
• Monitors contracts, staff budget / expense accounts, payroll time sheets, budget logs, creates purchase orders in SMART, and provides reimbursements to staff.
• Monitors state and federal grants to ensure efficient monitoring and adherence to timelines.
• Maintains staffing lists, related databases to ensure that staff possess requisite certification and licensure.
• Scans hardcopy files into digital files and manages the electronic database. Grants and assigns permissions/access for new users within the MiStar student information system
• Works collaboratively with local district special education administrative assistants, Human Resources and Finance department to monitor and track the provision of special education services within the non-public schools (e.g., Proportionate Share).
• Posts updates to the Agency website as necessary for the Special Education Department.
• Performs duties within the scope of LESA policies, procedures, and objectives. Uses judgment to achieve results when faced with an ambiguous situation. Uses independent judgment within accepted practices / guidelines.
• Performs other special assignments at supervisor’s request.

ADDITIONAL DUTIES

• Performs other related tasks as assigned.

EDUCATION and/or EXPERIENCE

• This position requires knowledge equivalent to that which normally would be acquired through an Associate’s Degree (A.A.) or equivalent from a two-year college or technical school.
• A minimum of three to five years of related experience and a broad knowledge of complex systems and procedures.

REQUIRED EMPLOYMENT QUALIFICATIONS

• Strong written and verbal communication skills.
• Has advanced knowledge of Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, and has ability to manipulate and utilize multiple features. Proficient with some LESA specific programs such as Google, Smart, and CEO Image Executive.
• Possesses advanced understanding of LESA Education Standards related to State and Federal Laws.
• Has regular contact with others including students, general public, visitors and LESA personnel. The purpose of this interaction is to explain, clarify, or interpret information. This may include confidential or time sensitive information.
• Requires advanced interpersonal and communication skills to establish and maintain internal and external LESA relationships. Assess and diffuses problems regularly and uses tact to handle difficult situations.
• Ability to analyze and interpret a wide range of information.
• Ability to remain confidential when exposed to sensitive information.
• Strong multi-tasking skills.

PREFERRED

• Knowledge of school districts and community.
• Previous experience in an office setting.

PHYSICAL DEMANDS

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

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment.

The Livingston Educational Service Agency does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation or transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.

Inquiries regarding non-discrimination policies should be directed to the Deputy Superintendent for Administrative Services.