Hybrid Administrative Assistant, Special Education and Student Services bei Hamburg Area School District

Employment Terms:

• Twelve (12) Months / 8 hours per day
• Starting Salary Range: $50,000 + (commensurate with experience)
• This position is benefits eligible including medical, dental, and voluntary vision. Benefits include medical/prescription, dental, and voluntary vision coverage through Capital Blue Cross
• Full-time Confidential employees receive 14 PTO days, 10 Vacation days, and 11 paid holidays annually

Minimum Qualifications

1. Associate’s degree in business administration or related field, OR
2. Five (5) years’ experience as an administrative assistant, preferably in a special education/education environment.
3. Such alternative to the above qualifications as deemed appropriate by the Director of Special Education.

Knowledge, Skills and Abilities

1. Knowledge of basic record keeping practices.
2. Knowledge of basic Hamburg Area School District work policies and guidelines; knowledge of departmental practices and procedures.
3. Ability to understand, explain, and apply written and oral instructions, practices, and procedures.
4. Ability to clearly communicate information, verbally and in writing.
5. Ability to operate basic office equipment (i.e., computers, printers, copy machines, telephone systems, fax machines, etc.).
6. Ability to access, operate, and maintain various software applications; ability to read, update, and maintain various records and files, ability to learn job specific computer software applications.
7. May require the ability to operate specialized communications or office equipment.
8. Ability to establish and maintain effective working relationships with District employees, students, parents, and the general public.
9. Ability to work without direct supervision to carry out assignments to completion; ability to meet predetermined deadlines.
10. Ability to maintain confidentiality.
11. Ability to work flexible hours or shifts as necessary for the efficient operation of the department.
12. Ability to recognize and report hazards and apply safe work methods.
13. Possess physical and mental stamina commensurate with the responsibilities of the position

Performance Responsibilities (Essential Functions)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Demonstrate regular and consistent attendance and punctuality.
2. Professionally represent the school and the District in interactions with parents, community, staff, and students.
3. Comply with applicable District, state, local and federal laws, rules and regulations.
4. Maintain a high level of ethical behavior and confidentiality of information, including security of confidential records and inquiries.
5. Conform to safety standards, as prescribed.
6. Manage special projects and other tasks as assigned.
7. Perform related duties consistent with job description and assignment.
8. Provide administrative assistance to the Director of Special Education and Student Services including, but not limited to:

• Prepare presentations, manage calendars and provide correspondence to staff, parents, students and community members.
• Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format. Independently answer routine questions and correspondence not requiring the supervisor’s attention.
• Maintain all Chapter(s) 14, 15, and 16 program records (physical and electronic database) in compliance with state and federal guidelines and District policies.
• Professionally represent administrators as directed in communications with constituents providing accurate information, facilitation and problem resolution.
• Serve as a resource to other staff in using technology programs for the development of special education reports and plans and serve as a liaison with technology staff.
• Serve as a liaison to other school districts, intermediate units and private school entities, collecting and distributing appropriate student records.
• Maintain accurate and complete caseload files and track compliance of all special education paperwork in accordance with state and federal guidelines.
• Track appropriate medical protocols for students, including required forms, paperwork, training and procedures consistent with District policies.
• Compile and prepare reports for administration or outside agencies as required, including the completion and submission of reports to the Pennsylvania Department of Education (PDE).
• Monitor special education reports, validate data submitted and manage the data correction process. Use web based programs to submit a variety of required reports.
• Assist the transition of Early Intervention students to school-based services.
• Order and distribute supplies, books, testing and training materials as necessary.
• Resolve billing and shipping issues with vendors and staff.
• Monitor extended school year compliance.
• Assist Director in coordination of state and local mandated District-wide alternative testing (PASA).
• Schedule conferences and programs as required. Create schedules, contact all invited parties, prepare confirmations and distribute materials to all parties (teachers, specialists, parents, etc.).
• Assist with special education budget preparation and tracking.
• Monitor compliance with state required paraprofessional training, and highly qualified status.
• Maintain settlement agreement deadlines and account balances.
• Maintain and report data to PDE’s Restraint Information System of Collection (RISC), Homeless, and Instruction in the Home web-based collection sites.
• Assist in coordination of specialized transportation, including students with disabilities, homelessness and foster care.

Essential Requirements

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
While performing the duties of this job, the employee is frequently required to stand, walk and/or sit and talk or hear. The employee must occasionally lift and/or move up to 30 pounds independently. Specific vision abilities required by this job include close vision and distance vision. Low exposure to self to bruises and cuts due to typical office environment.

Work Environment:
While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually low to moderate.

Mental Functions:
While performing the duties of this job, the employee is regularly required to communicate and use interpersonal skills. The employee is frequently required to compare, copy, coordinate, instruct and negotiate. The employee is occasionally required to evaluate, analyze, compute, compile and synthesize.

An Affirmative Action / Equal Opportunity Employer

Hamburg Area School District does not discriminate on the basis of color, religion, gender, sexual orientation, gender identity, national origin, age, disability, status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law.

Reasonable accommodations may be provided for Individuals with a disability in order to perform the essential functions of the job.