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HomeMy WebLinkAboutAdmin Assist - Fed Programs (2)April 2009 TITLE: Administrative Assistant - Federal Programs. QUALIFICATIONS: High School Diploma. Ability to work constructively with staff, students, and the public. Training and experience in clerical procedures and skills. Strong organizational skills. Proficient in Word, Excel and Outlook. Ability to learn student records program and other program specific software programs. Such alternatives to the above qualifications as the Board may find appropriate and acceptable. REPORTS TO: Director of Federal Programs and Assessment. JOB GOALS: To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement. To provide efficient clerical and technical support to the Director of Federal Programs as indicated in items V and VI. ESSENTIAL DUTIES AND RESPONSIBILITIES: Is responsible for answering the telephone, answering questions and calls, directing calls to the appropriate person, and typing reports and other correspondence. Maintains Title I, Migrant, LEP, Homeless, Dual Language Preschool, ELL Kindergarten, Bilingual Kindergarten and Newcomer Center records for all students who are enrolled during the current school year. Processes IELA Placement Exams and Woodcock Munoz Language Surveys for identification of LEP students throughout the District. Collects Home Language Surveys district wide for possible migrant student identification. Trains and assists the Family Liaison in the recruitment and identification of migrant families. Serves on the Migrant Parent Advisory Committee and assists with the planning and preparation of meetings with parents. Submits monthly mileage logs for reimbursement for program staff. Prepares and submits monthly purchasing card report for program staff. Maintains an active and an inactive Certificate of Eligibility (COE) file for all migrant students who are currently enrolled or who are not enrolled during the current year, but who were enrolled in one of the ten previous years. Reviews completed COEs for accuracy before submitting to the State Department of Migrant Education. Assists the Community Resource Worker/Homeless Coordinator when requested. Prepares data for transmittal to the State Department of Education. Completes travel and mileage requests and conference arrangements for program staff. Attends meetings as requested. Assists in the preparation of the Federal Programs budget. Prepares electronic storage files for Federal Programs. Scans IELA tests, Woodcock Munoz tests, Home Language Surveys, and other pertinent program information. Assists in finding translation services as needed to enable the schools to maintain effective communication with Spanish speaking parents. Distributes materials to program staff throughout the school. Orders and maintains supplies for the Innovative Center. Enrolls students in summer school program and completes class lists and transportation lists. Orders all supplies and materials needed for summer school. Completes required reports for the summer school programs. Provides assistance with training for IELA Placement Exam and Woodcock Munoz Language Testing. Trains staff on the administration of the Spring IELA exam; distributes the IELA exams to schools, collects exams and submits exams for processing. Installs and sets up the ELLis language model in ELL parents homes. Performs Woodcock Munoz and /or IELA Language Assessment training as requested. Assists in the placement of students in Innovative Programs and Summer School Programs. Prepares lists for the Transportation Department of Innovative Program and Summer School Program students. Maintains high standards of ethical behavior and confidentiality of information. Is knowledgeable about eligibility requirements, data entry requirements, and Education and Health Records Formats. Has regular and predictable attendance. OTHER DUTIES AND RESPONSIBILITIES: Performs all other duties as assigned. TERMS OF EMPLOYMENT: This is a full-time position scheduled for 8 hours per day, 260 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 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 Supervisor of Federal Programs and Assessment 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 heavy duty. 1 – 33% 34 – 66% 67-100% Light 20 pounds 10 pounds < 1 pound Medium 40 pounds 20 pounds 10 pounds Heavy >50 pounds** 40 pounds 20 pounds **Lifts over 50 pounds with proper body mechanics and 2 or more workers. 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 working on the computer, answering the telephone, completing paperwork and scanning documents. Movement within the office is required to deliver documents and messages and gather information as needed. Travel to district schools and some out of district travel is required. This position requires work beyond the normal workday.