The posting
Title: Interim Administrative Assistant to the Interim Co-Directors of Special Education Salary: Starting $52,267.78, per Unit B Collective Bargaining Agreement, consideration for relevant experience
Qualifications:
- High School Diploma with post-secondary preferred.
- Ability to maintain a high level of confidentiality.
- Ability to manage multiple projects, prioritize, problem-solve, and meet deadlines in a highly organized, efficient manner.
- Familiar with using general office machines and extensive experience with computer software, such as Microsoft Office Suite, Google Apps for Education, and accounting software, such as MUNIS.
- Ability to maintain the department website. Ability to learn new emerging technologies and applications.
- Excellent written and verbal communication skills.
- Ability to communicate effectively with multiple levels of employees and many different personalities.
- Ability to be a team player with the flexibility to assist a large office staff that requires time management skills and occasionally working under pressure.
- Ability to follow instructions through to completion with minimal direction.
- Ability to utilize excellent grammar, punctuation, and business writing skills.
- Ability to manage budgets, purchase orders, and grants.
- Knowledge of features of Student Information System, i.e. Aspen.
- Ability to type at least 60 words per minute.
- Such alternatives to the above qualifications that the Superintendent or her designee may find appropriate and acceptable.
Reports To: Interim Co-Directors of Special Education
Job Goal: To provide executive administrative support to the Interim Co-Directors of Special Education as well as office support to the special education staff throughout the district. Maintain the position of first contact for parents and staff members as situations develop. Investigate, procure and distribute information/materials as needed by the special education staff on a confidential and consistent basis. Maintain accurate financial records of tuitions, services and materials.
Work Year: Full Year - 12 Month Position
Salary/Benefits: In accordance with the Melrose Education Union - Unit B Collective Bargaining Agreement
Performance Responsibilities:
- Performs all secretarial duties for the Interim Co-Directors of Special Education, including answering phones, directing calls to appropriate personnel, making appointments and sorting mail.
- Handles requests for information and assistance that do not require professional services.
- Allocates and supervises all clerical work within the office staff with the exception of performance evaluations.
- Maintains office schedules for the Interim Co-Directors of Special Education and office staff.
- Receives and processes all initial referrals requesting evaluations.
- Sets up office files and any other identifying paperwork for students.
- Create appropriate file cards for identification purposes.
- Create initial District contact letter for parents within a time frame in accordance with State regulations
- Receives and processes all Out of District Tuition Bills.
- Creates purchase orders for all yearly tuitions/special services required by student.
- Checks bill for accuracy and forwards bills to business office for payment processing.
- Maintain spreadsheet and tracks school assignments/changes as they occur.
- Reconcile purchase orders in the case of a new placement within the course of the school year.
- Process requests for Independent Evaluations
- Track and spend down all special education grant funds.
- Process contracts and time cards for Home Service Providers for students with Autism Spectrum Disorders.
- Verifies and processes all in-hospital tutoring requests for students.
- Prepare purchase order for any contracted services.
- Maintains list of FM systems and collects them at year end for maintenance. Provide contact services for parents when specialized equipment is to be sent for repair during the course of the school year.
- Purchases sound systems and various classroom equipment for hearing impaired students
- Maintain databases for audio book services for students . Provides teachers with access to online ordering for audio books and services for students.
- Oversees the process of year end file maintenance of central office PPS files.
- Orders supplies for the office and specialized equipment for special education teachers as well as testing materials/protocols as needed throughout the year. Also assists the school psychologists and speech language pathologists with the procurement of assessments for the upcoming school year.
- Compiles and updates department staff lists as necessary.
- Assists with Kindergarten Registration.
- Assists with Early Childhood Center Registration as scheduled.
- Assist with Extended School Year Programming providing support to the Program Coordinators as needed as well as providing for supplies needed for the program.
Essential Functions of the Job:
Specialty Areas:
- Knowledge of special education or willingness to learn.
- Knowledge of standard clerical procedures and office operations, English grammar, punctuation, and spelling.
- Business formatting of documents.
- Standard software applications including Office, Excel, Internet, and database programs.
- Standard types of office filing systems.
- Proper telephone etiquette.
- Knowledge of school and school district policies and procedures.
- Understanding of student record laws.
- A commitment to equity and inclusion.
General Requirements: Complete all other duties as assigned by the Interim Co-Directors of Special Education.
Physical and Environmental Demands: The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.
- Ability to function in a normal office environment.
- Ability to operate and spend extended time using computer, telephone and other office equipment.
- Facilitate delivery of correspondence and materials to schools in the district.
