HomeMy WebLinkAboutAdministrative Assistant - Student Services July 2017July 2017
TITLE: Administrative Assistant – Student Services
QUALIFICATIONS:
High School Diploma.
Excellent computer skills in Word, Outlook, Excel, PowerSchool, Skyward, Google Cloud and PowerPoint. Demonstrated skill in the use of formulas, charts, formatting, and presentation
development. Ability to learn student IEP software program.
Strong written and verbal communication skills.
Must be a team player; flexible and occasionally work beyond the scheduled hours.
Training and experience in clerical procedures and skills.
Ability to interact positively with staff, students and the public.
Must be able to work well under pressure with changing priorities and deadlines.
Strong organizational skills, attention to detail and deadlines; must be able to manage multiple tasks and heavy workload.
Must be self-motivated and capable of working with minimal direct supervision.
Ability to handle and maintain confidential documents as requested.
Two years experience in clerical or secretarial work requiring frequent contact with the public.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
REPORTS TO: Director of Student Services
JOB GOALS:
To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement.
To ensure the smooth and efficient operation of the Student Services department so that the maximum positive impact on the education of students may be achieved.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Maintain high standards of ethical behavior and confidentiality in regards to students, parents, staff and patrons.
Maintain working knowledge of Director’s key issues, commitments, priorities and preferences. Maintains appropriate contact with district staff and administrators for the purpose of
exchanging information and arranging meetings.
Maintains Director’s schedule of meetings and business travel.
Maintain PowerSchool special program flags. Maintain student demographic information and special ed teacher caseloads in IEP software. Complete student special ed records requests.
Assist with maintaining current student contracts and agency contracts.
Assist with annual state and federal reports and child find campaign.
Assist with travel arrangements for all Student Services staff and director.
Attend Consulting Teacher weekly meetings and keep accurate minutes.
Maintain accurate information for Aide Allocations, Building Allocations, Ancillary Schedules, Narrative, staff lists, PAFs and department budgets.
Maintain Student Services Administrative Procedures Manual information.
Process special ed staff p-card statements, purchase orders, warehouse orders and check request vouchers.
Provides a variety of specialized administrative support within department through research, analysis and coordination.
Place and receive telephone calls cordially and accurately record messages. Screen calls and when possible resolve problems that arise. Direct inquiries to the appropriate administrator
or department when needed.
Approve True Time timesheets for staff in Skyward.
Process monthly invoices for contracted providers and check corresponding Medicaid billing for accuracy.
Have regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES:
Performs all other duties as assigned.
TERMS OF EMPLOYMENT:
This position is scheduled for 8 hours per day, 244 days per year. Benefits will be in accordance with approved Board policy. Wages will be in accordance with the Classified Salary
Schedule as a Grade 8 to 10.
This is an “at will” position in that the employer or employee may terminate employment at any time or for any reason consistent with applicable state or federal law. The “employment
at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and expressly approved by the Board of Trustees of District 91.
EVALUATION:
Performance of this position will be evaluated annually by the Director of Student Services in accordance with provisions of the Board’s policy on the evaluation of classified personnel.
This position has been given an overall physical classification of light duty.
1 – 33% 34 – 66% 67-100%
Light 20 pounds 10 pounds < 1 pound
The following chart indicates the activities required for this position and their frequency.
None Occasional Frequent Constant
0% 1-33% 34-66% 67-100%
Sitting [ ] [ ] [X] [ ]
Standing [ ] [X] [ ] [ ]
Bending at waist [ ] [X] [ ] [ ]
Forward Reaching [ ] [X] [ ] [ ]
Overhead Reaching [ ] [X] [ ] [ ]
Climbing Ladders [X] [ ] [ ] [ ]
Squatting [ ] [X] [ ] [ ]
Walking [ ] [ ] [X] [ ]
Repetitive arm/
shoulder movement [ ] [ ] [X] [ ]
Carrying [ ] [X] [ ] [ ]
Pushing [ ] [X] [ ] [ ]
Pulling [ ] [X] [ ] [ ]
Driving [ ] [X ] [ ] [ ]
This position is performed indoors. The majority of the time is spent sitting at a desk, analyzing and organizing data, working on the computer, completing paperwork, and answering
the telephone. Work beyond the normally scheduled hours is required. Movement within the office is required to deliver documents and messages and gather information as needed. Travel
to the district schools and offsite meeting locations is required.