Administrative Assistant - Special Education Department

Job Title Administrative Assistant Job Code SU-101 Job Grade CA/04 Job Goal To perform complex and confidential administrative functions, ensure effective operations within an assigned department and/or school, and provide guidance and information to HCS staff, students, and supervisor/principal regarding specific assignments and situations. Reports To School Principal or Department Head as assigned Supervises None Essential Duties and Responsibilities Performs a wide variety of complex and confidential secretarial functions related to the administration of efficient department and school operations and provides support and assistance to assigned supervisor or school principal. Receives visitors and telephone calls; provides information and assistance; takes and relays messages; and directs to appropriate personnel as needed in order to facilitate timely communication. Manages calendars and schedules appointments, meetings, conferences, and other activities; reserves needed event facilities and supplies; notifies appropriate personnel; and makes travel arrangements and reservations as necessary. Composes or transcribes a variety of manual and electronic correspondence and materials, including but not limited to internal communications, meeting agendas/minutes, forms, letters, notices, bulletins, and memoranda; reviews and proofreads documents; and distributes to appropriate recipients. Compiles and processes documents and forms, including payroll records, Human Resources documents, attendance sheets, purchase orders, leave requests, travel reimbursements, contract agreements, calendars, daily bulletins, work orders, etc., in accordance with department procedures and district policies. Inputs and verifies various confidential and non-confidential data and information into computer software systems; generates computerized lists and reports as scheduled or requested; duplicates and distributes materials to appropriate personnel as needed. Establishes both paper and electronic filing systems for the purpose of maintaining accurate, complete, and confidential information for use by HCS staff and other appropriate parties. Contributes as needed to the training of clerical assistants, student aides, and volunteers, as well as the scheduling, placement, and orientation of substitute teachers, certified staff members, and student interns. Communicates with approved vendors and service providers to make arrangements for a variety of student activities within established guidelines, including student field trips, student transportation, etc. Responds to a wide variety of inquiries from HCS staff, students, parents/guardians, outside agencies, community members, and others for the purpose of resolving issues, providing information, and/or referring to appropriate personnel. Monitors inventory of office supplies and materials and places orders as approved in order to ensure adequate levels of availability. Operates office equipment such as fax machines, scanners, copiers, and phone systems; utilizes computers and software systems for spreadsheets, word processing, database management, and other applications. Performs other job-related duties as required. Qualifications A high school diploma and two (2) years of clerical experience. Physical Requirements Requires light work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently. Job involves sitting most of the time. Terms of Employment Twelve month year. Salary as recommended by the Superintendent and approved by the Board. This specification has been designed to represent the general nature and level of work found in this position. As such, it is not intended to contain all duties and qualifications of an employee in this position. Consequently, it is not intended to be perceived as an identification of essential job functions as required by ADA.

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The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to that position.