Report to: Program Administrator
FLSA Status: Non-Exempt
Salary Range: Salary Schedule I (Classified)
SUMMARY: Provides administrative assistance to the Discovery Center Administrator by independently performing a variety of responsible support duties which are typically of a confidential nature. Administers medications to students on a daily basis. Assists with the supervision of students which may require de-escalation and physical management of students in crisis, according to established program procedures.
- May administer medications to students on a daily basis adhering to strict guidelines issued through R.C.W. 28A.31.150. Administration of medication (prescription or non-prescription) requires the individual to thoroughly understand the regulatory requirements including the acquisition of requests and instructions from parent, legal guardian, or other person having legal control; acquisition of dentist and physician requests and instructions; identification of the medication to be administered and the means of safekeeping medication; the means of maintaining a record of the administration of such medication; the actual administration of the medication; and the discontinuance of the administration of the medication.
- 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 receiving one or more students in the office who are in need of intervention.
- Supervises and observes students in the office, halls, lunchroom, or during class changes. Interacts with the students, separating those who are having difficulties. Escorts students as necessary.
- Facilitates the delivery of minor first aid. 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.
- Escorts, monitors and attends to students in the Seclusion Room as needed, which is a room designated for students who are a danger to themselves and others, and who require isolation from students and staff for purposes of safety. Follows proper procedures for student re-entry into the classroom. This is on an “as needed” basis.
- Tracks student absences, records phone contacts with parents, monitors attendance, and reports data to the home districts.
- Maintains student database by entering, updating, and deleting records; maintains attendance records; serves as registrar; and creates report cards, progress reports, district and state reports.
- Answers substantive questions from telephone calls or visitors relating to the Discovery Center services 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.
- Establishes files for incoming students, including sending for regular education, special education records, helping to coordinate enrollment process with local school districts, and scheduling students into classes.
- Performs fiscal and records management functions for the department which includes the preparation of 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.
- Assists the department director and/or supervisor in monitoring program needs, grants, and budget(s), and makes recommendations regarding budget updates and revisions.
- Prepares detailed statistical reports related to the Center activities.
- 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 department supplies and equipment. Schedules needed equipment maintenance and repair.
- Schedules and sets up meeting rooms for meetings initiated by the department.
- Receives and distributes departmental mail.
- Organizes and maintains departmental program files and provides computer support and technical expertise to staff.
- In the absence of the Center Administrator, assures that the Center maintains an efficient and professional atmosphere.
Supervisory: This position does not currently have any supervisory responsibilities over NWESD employees; however, the position is required to provide supervision over students.
High school graduate or equivalent, two years of college level secretarial coursework, and two years of progressively responsible administrative level secretarial experience. Prior demonstrated work experience in a comparable environment is required. 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 human services, judicial systems, and special needs students in relation to program goals and objectives.
- Knowledge of de-escalation techniques and the application of such.
- 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.
- 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 committed crimes, (some of extreme violent nature), and who may have severe emotional and/or mental problems.
- Ability to communicate effectively in both oral and written format.
- Ability to effectively deal with situational aggressive parents and students.
- Ability to answer substantive questions relating to Center 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 including demonstrated competence with both PC and Macintosh programs/applications.
- 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 educational environment for special needs students in which continual observation and awareness of the surroundings is critical. Must have sufficient stamina, fitness, and coordination to safely participate in physical containment procedures and recreational activities. Lifts and carries a maximum of 40 pounds. Transporting students may be required. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of this 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, throwing of objects and other forms of physical aggression
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.