Office Specialist - Special Education

Hours: 8 hrs/day, 40 hrs/week. Hourly rate: $21.93 - $24.65. Benefit eligible.

About the role

The Secretary - Special Education provides administrative and secretarial support to assigned administrative personnel, coordinates activities, monitors assigned tasks, and offers information, recommendations, or direction as requested by the assigned administrator.

Responsibilities

• Compiles data from various sources (e.g., school secretaries, AS400, registrars for report cards, work orders, budget reports, specialized reports, time sheets for payroll) to comply with financial, legal, and administrative requirements.
• Coordinates projects, functions, or program components (e.g., print jobs, report cards, schedule books, census printings, meetings, in-service events, travel, and accommodations) to complete activities and deliver services in a timely manner.
• Maintains manual and electronic documents, files, and records (e.g., budget data, printing requests, financial records, payroll records, reports) to provide up-to-date information and historical reference in accordance with administrative guidelines and legal requirements.
• Monitors activities on behalf of assigned administrator (e.g., AS400 system entries, purchase cards, account balances, work order status) to achieve goals and meet target dates.
• Participates in meetings, workshops, and trainings (e.g., AS400 system training for school secretaries/secondary registrars) to provide or receive information, record minutes, and support attendees.
• Performs other related duties as assigned to ensure the efficient functioning of the work unit.
• Prepares documents (e.g., requisitions, Universal Service Fund records, Graduation Status Reports, correspondence, agendas, minutes, event programs, bulletins, reports) to communicate information or create documentation in compliance with guidelines.
• Processes documents and materials (e.g., time sheets, printing requests, work orders, requisitions, travel reimbursements) to disseminate information in compliance with administrative guidelines and regulatory requirements.
• Procures supplies and materials (e.g., office supplies) to maintain availability of required items.
• Reconciles account balances for assigned budget categories (e.g., payroll, purchase card accounts, department accounts) to maintain accurate records.
• Researches topics (e.g., logistics problems, financial discrepancies, technological policies, education codes, current practices) to provide information, recommendations, or address administrative requirements.
• Responds to inquiries from internal and external parties (e.g., staff, social workers, counselors, universities, parents, students, public agencies) to provide information, direction, or facilitate communication.
• Schedules activities (e.g., printing jobs, appointments, interviews, meetings, travel reservations, facility usage) to make necessary arrangements for the assigned administrator.
• Supports assigned administrative personnel (e.g., Director of Data Services) to assist with their functions and responsibilities.

Requirements

• Age 16 or older.
• High school diploma or equivalent.