Job description

JOB DEFINITION:
Under minimal supervision, this position provides administrative and secretarial assistance services to the district office administrator and administrator’s support staff. These duties require comprehensive knowledge of office, district, and IDEA Special Education policies & procedures. Confidentiality and discretion are essential. The position plans, organizes, coordinates, and participates in the office to ensure that responsibilities are carried out district-wide effectively and efficiently. Primary responsibility is to support the Director in the execution of administrative details and legal issues surrounding IDEA compliance in potentially litigious situations. Provides a wide variety of technical, applications, and document support to department administrative staff and school staff trainers. Performs duties of graphic design/desktop publishing, website maintenance, and support to department administrative staff and administrative assistant support to the director of Special Programs. Maintains various electronic and computer systems. Helps the department use technology more fully for teaching, learning, and work. Coordinates department training events provided to district staff. This employee works independently to meet project deadlines and accomplishes assigned tasks.

NATURE AND SCOPE OF WORK:

ESSENTIAL JOB FUNCTIONS:

Assistant Support to Student Services Directors:
Schedules appointments and meetings and keeps the Directors informed of appointments and itineraries.
If asked, triaging of all Directors email, mail, and phone calls.
Helps develop a system of organization, procedures, and routines for the office.
Supports in the department reports monitoring, prioritizing and responding on the first level to incoming state and federal requests to the department.

Litigious and Legal Support:
Support in legal issues monitoring, prioritizing, filtering, and responding on the first level to incoming legal, state & federal requests to the department.
Processing of incoming conflicts/issues for the Director’s consideration related to employees, student issues, and parent complaints.
Confidential secretarial support for litigious issues concerning students, staff, district programs, and policies & procedures.

Assistant Coordinator Duties:
Assistant coordinator for district programs such as Section 504, Extended School Year, and other programs maintaining all student documents and materials, parent and teacher documents, schedules, training dates, and first-level questions.

Document & Office Support:
Offers secretarial support to Student Administrative staff.
Develops and maintains curriculum, training, procedural, strategic, and other departmental documents based on compiled/provided input, research, and analysis.
Organizes & maintains a history of policy & procedures documents, memos, and operational norms of the department for the administrative staff.
Maintains and disseminates the timeline for all ODE and legal reports due from the district.
Attends and prepares agenda and materials for the regular central office Student Services administration meetings.
Maintains and archives the minutes and documents of meetings attended.
Provides document and application support to trainers & office administrators as requested.
Provides secretarial support to district programs such as Positive Behavior Support and Behavior.
Organizes, maintains and archives materials and documents of district programs.
Prepares compiled newsletter for website publication.
Uses desktop publishing, spreadsheet, presentation and graphic design software.
Management of a variety of phone/staffing lists, SITE meeting schedule and office charts.
Yearly updating of Student Services policies and regulations as provided from ODE.
Phone support for the main line.

Website Support:
Gathers, develops and publishes web-based content while maintaining the department website and other informational materials.
Uses district mandated web tools.
Interfaces with community agency partners and district staff regarding current events.

Technology Support:
Works as a team member to advise staff on best practices, technology use, and technology acquisitions; helps integrate hardware and software technologies.
Assures that technology tools and installed systems are reliable, in good repair, and are in service.
Analyzes and solves technical problems that department staff experience with desktop and portable
computers and peripheral devices; assists in the deployment of technology.
Coordinates Student Services department technical assistance requirements with Technology Support Center.
Assists in determining general system and information requirements through the development, implementation and maintenance of these systems.
Instructs others in the use of computers, software, audio/visual and other office equipment

Training Event Support:
Oversees the coordination and marketing of monthly training events provided/sponsored by Special Programs.
Oversees the preparation of marketing and support documents in coordination with training providers.
Works closely with school site staff to coordinate training events schedule for the year.
Requires frequent interaction with training providers and district-wide staff.
Coordinates and markets the Special Programs August in-service: updating and distributing packets, scheduling and overseeing the event, providing technical support and set up/tear down of event.

Supports various long-term projects as assigned.

Safeguards and processes confidential information.

District-wide awareness of the authority hierarchy in order to prioritize in-coming legal, state & federal requests to the department.

Provides support for general office administration functions as needed.

Fulfills other related duties as assigned.

Fulfills performance standards identified in the evaluation process as required by the position.

Fulfills working conditions and physical effort listed below.

WORKING CONDITIONS:

The Administrative Technical Assistant operates under heavy workloads and inflexible deadlines. Work requests are often received which require immediate attention, setting up conflicting priorities for timely response. Sound judgment and a pleasant attitude are required in stressful situations. Must work efficiently under heavy workloads and adjust to multiple and changing priorities in work assignments. The employee frequently lifts / moves / carries boxes weighing up to 50 pounds.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• District standard and desktop software guidelines and practices.
• Computer operations, equipment and applications.
• Web page design, desktop publishing, graphic design and presentation software.
• Office practices, procedures and office equipment.
• Instructional technology/audio-visual equipment and their operation.
• Filing and record keeping systems.
• Safety practices.
• District office policies and procedures and ability to apply and explain them in detail as required in performing duties.
• Modern office techniques such as planning, organizing and coordinating the administrative support workflow of an office

Skills & Abilities:

Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

• Organize, prioritize, and coordinate the administrative support workflow of the office.
• Gather and compile data and prepare documents.
• Maintain the confidentiality of staff, student, district programs and other information.
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position with or without reasonable accommodation.
• Plan, organize, problem-solve, and execute decision-making skills including flexibility and adaptability to manage administrative office functions in a timely manner while maintaining accuracy and attention to detail.
• Ability to communicate thoroughly, effectively and frequently with department, school, administrative staff and public.
• Exceptional verbal and written communication skills.
• Strong problem solving, organizational, research, and analytical skills.
• Ability to understand, learn and apply technical hardware and software systems knowledge, as well as train others in their use.
• Work independently to carry out the position's responsibilities.
• Read, understand, and carry out oral and written instructions.
• Deal with the public in a pleasant, calm, and courteous manner in person, over the telephone, and in writing.
• Organize and complete complicated clerical tasks.
• Maintains a high level of commitment to completion of all tasks.
• Accurately transfer, record, and convey information and materials as required by the position.
• Strong project management skills to handle a variety of projects to meet deadlines.
• Accurately transfer, record and convey information, and materials as required by the position.
• Adhere to the district requirement for a drug-free workplace.
• Type 55 words per minute with accuracy.

EDUCATION AND EXPERIENCE:

• High school diploma and more than two years of advanced training / experience in the specific job requirements. This position requires thorough technical knowledge and experience with the technology tools and complex computer software used to handle job functions. Completion of formal academic or manufacturer training is desirable, as is ongoing with participation in technology workshops and applied experiences. Successful experience providing technical and application support to staff is necessary, as well as demonstrated ability to meet staff needs in a courteous, efficient and timely manner. Comprehensive written and verbal communication skills are required.
• Working knowledge of school district practices or basic policies is necessary. Job learning time could range beyond twelve months; projects are varied. Job proficiency can be acquired in 12 to 24 months.

Job Type: Full-time

Pay: $22.27 - $24.64 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location

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