Report to: Program Administrator
FLSA Status: Non-Exempt
Salary Range: Salary Schedule I (Classified)
Provides administrative assistance to the program site staff by independently performing a variety of responsible support duties which are typically of a confidential nature. May assist with the supervision of students in crisis, according to established program procedures.
- Answers substantive questions from telephone calls or visitors as well as questions from parents, students, court personnel, probation/parole officers, counselors, etc. Due to strict confidentiality laws, extreme caution must be taken in responding to questions and inquiries.
- Composes and types letters, memoranda, reports, court documents, forms, schedules, contracts, grant proposals, and other correspondence from brief instructions, notes and/or rough drafts. Prepares and distributes information as directed, in accordance with established procedures and legal requirements.
- Proofreads above materials, making corrections for spelling, grammar, and punctuation, as well as for the appropriate signature, format, and compliance with procedural instructions. Verifies that all necessary materials are attached.
- Maintains a departmental calendar and schedules for staff and students.
- Performs fiscal and records management functions for the department which includes the preparation of time sheets for substitute teachers, custodial staff, and optional teacher days; maintains petty cash funds; purchase orders for processing; preparation and oversight of personal service contracts for compliance; preparation of documents for travel related expenditures; preparation of personnel forms; and monitoring of goods received/services performed.
- Manages, organizes, and maintains student files containing highly confidential, sensitive and dated material. Confirms that files are up to date which may require scheduling and/or requesting information.
- Maintains student database by entering, updating, and deleting records; and serves as registrar.
- Assists the department director and/or supervisor in monitoring program needs, grants, and budget(s), and makes recommendations regarding budget updates and revisions.
- Attends departmental meetings, and may serve as a recorder, making sure accurate minutes are taken and distributed to the appropriate individuals and/or agencies. As requested, may attend meetings as a representative of the department in the absence of the administrator.
- Inventories, orders, and maintains school supplies and equipment.
- Schedules and sets up meeting rooms for meetings initiated by the department.
- Receives and distributes departmental mail and delivers outgoing mail to the post office.
- Organizes and maintains departmental program files.
- Periodically assists staff in responding to student/staff needs in crisis situations. This could involve responding by phone or in person to teachers in classrooms with escalated students, sending staff to a scene, or holding the seclusion room door.
- Tracks student absences, records phone contacts with parents, and reports data to the home districts.
- Performs minor first aid procedures – estimates the level of severity of the injury and follows through with appropriate action ranging from providing a bandage to calling parents or having the student taken from school to a physician.
- In the absence of the school administrator, assures that the school maintains an efficient and professional atmosphere.
High school graduate or equivalent and three years of progressively responsible administrative level secretarial experience. Prior demonstrated work experience in a comparable environment is desired. An equivalent combination of education and experience may be substituted which provides the skills, knowledge and abilities to perform the essential functions of the position. WSP/FBI criminal history background clearance required.
Required knowledge, skills, and abilities:
- Knowledge of program goals and objectives.
- Knowledge of grant application and administrative processes.
- Knowledge of generally accepted accounting practices and principles which may include budget preparation and analysis, journal vouchers, purchase orders, and invoicing.
- Knowledge of general office management practices, procedures and systems.
- Ability to use proper grammar, spelling, proofreading and punctuation skills.
- Effective leadership and decision making techniques.
- Knowledge of computer hardware and software applications.
- Ability to work independently using effective time management and organizational skills in an unpredictable environment of constant interruptions and disruptions.
- Ability to work in an educational establishment in which the population consists of students who have serious behavior disabilities.
- Ability to communicate effectively in both oral and written format.
- Ability to answer substantive questions relating to school services and the ability to follow through with requests.
- Ability to learn and master new job responsibilities.
- Ability to work with computers and computer software programs including word processing, spreadsheets, and the Internet.
- Ability to operate standard office equipment.
- Ability to maintain confidentiality of student records and agency records.
- Ability to establish and maintain effective working relationships with co-workers, court personnel, probation/parole officers, state employees, counselors, treatment providers, parents, guardians, school district staff, vendors, board members, and the general public.
- Ability to establish and maintain a professional relationship with the students.
- Ability to perform duties with accuracy and attention to detail.
Licenses and/or Certifications:
First Aid/CPR Certification required, or be willing to obtain.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Work is performed in an office environment within an educational center for special needs students. Travel is required to transport students, deliver mail to the post office, pick up supplies, and for training sessions. Must be physically capable of performing de-escalation techniques and self-defense. Lifts and carries a maximum of 40 pounds. Adequate manual and finger dexterity, hearing, speech and vision are necessary to perform the essential functions of the position.
Hazards: Due to the nature of the population of the school, hazards include but are not limited to exposure to weapons, threats, verbal abuse, spitting, fighting, kicking, hitting, punching, biting, scratching, hair pulling, and throwing of objects.
The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.
It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status or physical or mental disability.