What are the responsibilities and job description for the Special Services Administrative Assistant position at Marble Falls ISD?
Job Title: Administrative Assistant to Special Services
Exemption Status/Test: Nonexempt
Reports to: Executive Director of Special Services
Date Revised: February 2022
Dept./School: Central Administration
Primary Purpose:
Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to the Executive Director of Special Services and Evaluation Team.
Qualifications:
Education/Certification:
High school diploma or General Educational Development (GED) certificate
Two years of post-secondary training preferred
Special Knowledge/Skills:
Knowledge of office procedures, file management, and operations
Ability to work with web-based software programs
Ability to work with Microsoft Office programs including Excel, Word, and PowerPoint
Ability to organize time and workloads efficiently to meet Federal and State deadlines
Excellent organizational, communication, and interpersonal skills
Experience:
At least 2 years of secretarial experience
Experience in a public education environment, federal/state program, or accounting preferred
Major Responsibilities and Duties:
Records, Reports, and Correspondence
1. Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing historical reference and conveying information.
2. Compile pertinent data as needed when preparing various federal, state, and local reports.
3. Communicate and coordinate with a variety of stakeholders including parents, staff, and administrators.
4. Manage physical and computerized departmental files including archiving documents created by evaluators to meet state and federal timelines.
5. Schedule appointments and maintain calendar for multiple staff members.
6. Assist with meeting preparation.
7. Coordinate, collect data and maintain records for evaluation team.
8. Assist in the reporting and electronic transmittal of program records.
9. Collect and manage confidential records related to evaluation process.
10. Utilize School Information System and district programs to pull data for analysis.
11. Work with Special Services staff to audit case files for state and federal compliance.
12. Compiles data from a wide variety of sources for the purpose of preparing reports, making recommendations, and preparing information needed by staff.
13. Participates in a variety of meetings, workshops, and training for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
Accounting
14. Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
15. Work closely with director in budgeting process of federal and local monies including payroll; maintain accounts, coordinating and communicating with business office.
16. Keep records of allowable expenditures through local money for reimbursement on Cost Report, compiling reports for business office.
Reception and Phones
17. Answer incoming calls, take reliable messages, and route to appropriate staff; greet and assist visitors.
18. Effectively communicate with administrators and staff.
19. Receive, sort, and distribute mail and other documents to department staff.
Policies, Reports, and Law
20. Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
21. Compile, maintain, and file all reports, records, and other documents as required.
Other
22. Maintain confidentiality.
23. Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Regular light lifting and carrying (under 15 pounds
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Job Type: Full-time
Pay: $18.17 per hour
Work Location: In person
Salary : $18