Administrative Assistant-Pupil Personnel Services

Summary

Responsible for secretarial duties in connection with the operation of the Special Services Office.

Essential Duties and Responsibilities

• Typing/Word Processing and copying for assigned supervisors and his/her school
• Maintenance of confidential files for special education students
• Knowledge and operation of a variety of office machines
• Receive calls and schedule appointments
• Work with student transportation department
• Maintain confidentiality of student and staff information
• Maintain all student related records
• Maintain accurate files, records and accounts
• Process medical information for government reimbursement
• Respond to inquiries from students, parents and the community
• Work with staff from other school districts and placement facilities
• Work with staff from state agencies
• Compile and submit reports as required
• Open and distribute mail
• Take and transcribe notes for correspondence
• Prepare and follow up on purchase orders
• Maintain general office files
• Maintain an accurate inventory of office equipment, supplies and related instructional material stored within the office area
• Assist in the maintenance of systemwide computer database for students, staff and purchasing information
• Performs other duties as assigned by supervisors

Qualifications

Education and/or Experience: High School Diploma or General Education Degree (GED) preferred. Previous office experience desirable.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students.

Mathematical Skills: Ability to work with mathematical concepts appropriate to the position.

Computer Skills: Basic knowledge and experience with job related computer hardware and software applications. Demonstrated ability to operate a personal computer and related software.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems.

Other Skills and Abilities: Ability to establish and maintain effective working relationships with students, staff and the community. Ability to perform duties with awareness of district requirements and Board of Education Policies. Typing/Word Processing proficiency; good public relations; good telephone technique; general office skills; adaptability; operation of office machines; accuracy.

Physical Demands

While performing the duties of this job, the employee is most frequently required to actively circulate around the facility. This involves frequent transitions from standing, to sitting, to bending. The employee is required to work with hands and continuously will repeat the same hand, arm or finger motion many times as in typing or word processing. The employee must occasionally lift and/or move up to twenty-five (25) pounds, such as AV equipment and books. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.

Work Environment

The noise level in the work environment is usually quiet to moderate. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.

Pay

Class B of the Secretarial Contract