TITLE: Administrative Assistant to the Director of Special Education

CLASSIFICATION: Classified – Hourly

REPORTS TO: Director of Special Education/School Psychologist

SUMMARY: To perform complex secretarial duties requiring use of independent judgment and have knowledge of district policies, procedures, programs and organizational structure under light  supervision or direction.

PREFORMANCE RESPONSIBILITIES:

1. Maintain records and prepare reports required by ADE such as October 1st Census, and annual data collections.
2. Communicate with administration and registrars regarding new SPED students and withdrawals.
3. Report all Special Education (SPED) needs per student to ADE as they enroll and withdraw from the district.
4. Maintain database of SPED students; prepare reports such as class lists, needs, etc.
5. Collect weekly updates from teachers regarding student changes, and enter into database.
6. Maintain and audit SPED student records for compliance with ADE requirements.
7. Establish and maintain filing for SPED records and the department overall. Secure confidential information and follow established procedures and timetables for maintaining and purging records.
8. Maintain calendar of Multidisciplinary Evaluation Team (MET) and Individualized Education Program (IEP) meetings in the SPED Director’s office and on Outlook Calendar (Meetings are set up by SPED Teachers or by SPED Director).
9. Record MET’s and IEP’s in the SPED Process Tracking Form.
10. Process requests for student records from parents, other districts and the Department of Economic Security. Process Transfer Authorizations in e-IEPPRO. 
11. Establish and delete accounts as needed for SPED staff in e-IEPPRO.
12. Work as a liaison between the Transportation Department, schools, psychologists, teachers and parents regarding matters involving students with disabilities.
13. Assist with the procurement process of securing “tuition out” and related service providers for SPED students.
14. Maintain and order supplies and materials as needed for the department and SPED teachers to include testing materials, assessments and protocols for the SPED Director, Speech Therapist, Occupational Therapist, Physical Therapist, etc.
15. Process requisitions for purchase orders.
16. Assist the SPED Director with maintaining and monitoring the department budget.
17. Compose and prepare letters, bulletins, memos, handbooks and forms for department use.
18. Maintain the SPED Director’s calendar in Outlook. Maintain a schedule of appointments and makes arrangements for conferences, workshops and meetings to include meeting agendas, sign-in sheets and handouts as needed for district related meetings.
19. Record minutes at monthly department meetings.
20. Sort and route incoming mail.
21. Screen phone calls, direct inquiries to the appropriate areas.
22. Identify sensitive issues and brings them to the immediate attention of the Director of Special Education.
23. Provide general clerical support including printing, copying, faxing, word processing from rough or final drafts, prepare and process department correspondence, gather and compile data, prepare reports and special projects and answer telephones.
24. Attend trainings for continued professional development.
25. Perform any and all job related duties assigned by Director of Special Education.
26. Assist with translation services as needed during working hours (only relating to SPED).

EDUCATION:

• High School Diploma or equivalent
• Associates degree preferred

LICENSES OR CERTIFICATIONS:

• A valid Fingerprint Clearance Card

SKILLS/KNOWLEDGE/ABILITES:

• Federal and state laws governing the area of special education.
• Ability to type 40 wpm; demonstrate high degree of accuracy with 10-key calculator.
• Strong communication and interpersonal skills for meeting with the general public, administrators and coworkers.
• Proficient in Microsoft Office applications, e-IEPPRO, Synergy and Visions Enterprise.
• Ability to use standard office equipment including copy machine, printer and fax.
• Ability to perform complex secretarial duties using independent judgment in setting priorities and making decisions in absence of specific direction.
• Ability to use discretion in handling confidential information.
• High level of English proficiency for completing tasks.
• Bilingual, English and Spanish skills are helpful but not necessary.

WORKING CONDITIONS:

• The working environment is primarily an office setting with travel as required.

TERMS OF EMPLOYMENT:

• Twelve-month year, At-Will, hourly; benefits in accordance with Board policies.

EVALUATION:

• Performance to be evaluated in accordance with Board policy on evaluation of classified staff.