Administrative Assistant IV - Exceptional Education

Administrative Assistant IV - Exceptional Education

FLSA Status: Non-Exempt

Reports To: Director of Exceptional Education

Supervises: None

Employment Terms: 12-Month Full-time Position (260 Contracted Days)

Grade: 8

Position Summary

Performs difficult skilled administrative support work serving as confidential secretary to the Director of Exceptional Education, providing administrative support, receiving and processing calls and visitors, preparing and maintaining detailed or complex manual and computerized files and records, preparing reports, and related work as apparent or assigned. Work is performed under the limited supervision of the Director of Exceptional Education.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function 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.

Essential Functions

1. Types a variety of documents including correspondence, forms, reports, referrals, purchase orders, requisitions, etc. where a knowledge of format and presentation are necessary.
2. Enters a variety of data into computer; checks and reviews data for accuracy, completeness and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into computer system; maintains databases on various programs as appropriate.
3. Compiles, prepares and maintains detailed, confidential and complex records and files; retrieves, copies, delivers and receives files as requested.
4. Enters Student Success Team referral information into VA IEP system.
5. Adds new users to a variety of platforms (VA IEP, ReadySign, etc.)
6. Calls parents/guardians to schedule Exceptional Education meetings (SST referral, eligibility, triennial, re-evaluation, and MDR).
7. Secures teachers to support students who receive homebound and home based instruction; processes homebound and home based monthly payroll timesheets.
8. Greets visitors; answers telephone; provides information; forwards calls to appropriate parties; assists faculty and staff with the completion of standardized records or documents; directs visitors to the appropriate party.
9. Assists in the coordination and preparation of periodic, special and other reports; collects information from a variety of sources and compiles data; maintains grant records and reports.
10. Designs flyers, brochures, booklets, charts, invitations, etc.; types and prepares information and materials.
11. Obtains, organizes, collates and assembles printed materials for distribution.
12. Receives and accounts for various revenues; prepares and tracks purchase orders; assists with budget preparation and management; tracks expenditures.
13. Processes and reconciles financial data; reviews, verifies, and processes invoices for payment for contracted exceptional education services; maintains various account tracking spreadsheets; communicates with vendors regarding account information.
14. Processes requests for information and reports; responds to inquiries and provides information concerning policies, procedures, standards, rules and regulations related to assigned program or function.
15. Schedules appointments, conferences and meetings; makes reservations and processes travel reimbursements.
16. Maintains inventory and orders office supplies; obtains comparative price quotes from vendors as needed.
17. Receives, sorts, processes and distributes incoming and outgoing mail.
18. Operates a variety of standard office equipment.
19. Assume other duties and responsibilities as may be assigned by the Director of Exceptional Education.

Knowledge, Skills and Abilities

1. Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.
2. Thorough knowledge of business english, spelling and mathematics.
3. Thorough knowledge of school and departmental programs and policies.
4. Knowledge of special education terminology preferred.
5. Some knowledge of the use of a multi-line telephone system.
6. Thorough knowledge in the use of personal computers and related software packages (Including G-Suite), hardware and peripheral equipment.
7. Ability to read and understand general school policies and procedures of limited scope and difficulty.
8. Ability to type accurately and at a reasonable rate of speed.
9. Ability to make mathematical calculations.
10. Ability to follow oral and written instructions.
11. Ability to operate standard office equipment.
12. Ability to establish and maintain effective working relationships with school officials, associates, faculty, staff and the general public.

Qualifications, Education and Experience

1. High school diploma or GED with coursework in secretarial sciences, business, or a related field.
2. Moderate experience providing general office support and work dealing with the public, or an equivalent combination of education and experience.
3. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Physical Requirements

1. This work requires the occasional exertion of up to 10 pounds of force.
2. Work regularly requires speaking or hearing and using hands to finger, handle or feel, frequently requires sitting and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms and lifting.
3. Work has standard vision requirements.
4. Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
5. Hearing is required to perceive information at normal spoken word levels.
6. Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
7. Work occasionally requires exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment.
8. Work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

1. May require the ability to acquire a valid driver’s license to operate division-owned/leased motor vehicles.  The incumbent’s driving record will be subject to periodic review, and must be acceptable in accordance with the provisions of the Dinwiddie County School Board’s policy manual.
2. All candidates must successfully undergo the following pre-employment screenings:  

               a. Tuberculosis Screening

               b. Child Protective Services (CPS) Investigation

               c. State Police Criminal History Investigation

               d. Federal Bureau of Investigation (FBI)/National Criminal History Investigative Search

Evaluation

Performance of this position will be evaluated in accordance with the provisions of the Dinwiddie

County School Board’s policy manual.

Equal Opportunity Employer Statement

As an Equal Opportunity Employer, Dinwiddie County Public Schools does not discriminate against applicants on the basis of race, color, religion, national origin, ancestry, political affiliation, sex, sexual orientation, gender, gender identity, age, marital status, genetic information, disability or protected veteran status.  

We will recruit and select applicants for employment solely on the basis of their qualifications. Our guidelines and practices, including those relating to wages, benefits, transfers, promotions, terminations and self-development opportunities, will also be administered without regard to race, color, religion, sex/sexual orientation, gender/gender identity, age, marital status, genetic information, national origin, ancestry, political affiliation, disability, protected veteran status and all other classes protected by the Federal and State Law. Dinwiddie County Public Schools is an Alcohol and Drug Free Workplace.

Salary : $38,438 - $63,419