Title: Administrative Assistant to Director of Special Services
Reports To: Director of Special Services
Job Goal: Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Provides secretarial and administrative support communicating information to students, parents, staff, other districts and community organizations ensuring compliance with administrative, legal and financial requirements.
Performance Responsibilities:
• The administrative assistant will adhere to all local, state and federal regulations.
• He/She will adhere to all regulations set forth by the Poplar Bluff Board of Education.
• Be pleasing in manners and dress.
• Works under the supervision of the immediate supervisor.
• Operates office equipment.
Job Duties and Responsibilities:
• Greets visitors in a polite manner.
• Practices good telephone manners.
• Maintains copies of correspondence and all other material pertaining to that office.
• Keeps supervisor aware of all telephone messages.
• Assists supervisor in gathering information for reports and meetings.
• Maintains appointment calendar.
• Keeps supervisor aware of scheduled meetings.
• Types, processes and maintains records of purchase orders.
• Maintains files containing confidential material.
• Operates office equipment such as photocopier, adding machines, calculators, typewriters, computers and digital copiers.
• Helps to prepare various kinds of list and reports.
• Acts as receptionist for department when necessary.
• Assists in preparing federal reports as required.
• Maintains budget records, including separation of federal, state and local funds.
• Gathers data and prepare statistical materials.
• Assists at workshops.
• Makes travel arrangements for staff.
• Processes all special education staff requests, requisitions and purchase orders.
• Assists in preparation and filing of federal/state reports.
• Maintains staff records.
• Orders all office supplies, receives and ships supplies to special services staff.
• Coordinates activities of special service clerk.
• Maintains database of IEP students.
• Inventories and orders standardized testing materials.
• Coordinates with Core Data/MOSIS /Administrative Assistant to verify DESE submissions.
• Maintains State School records and correspondence.
• Maintains database of IEP/ESY/MAP-A/ DLM students for child count and exiting students for Core data.
• Coordinates information and list for OT/PT therapists.
• Performs all other duties as determined by administration.
Essential Functions of the Job:
• Must be able to lift and carry boxes of paper or equipment that can weigh approximately 30 pounds.
• Must be able to climb and work from ladders, step stools and climb stairs.
• Must have dexterous use of both hands so as to be able to operate computers, typewriters and other related office equipment.
• Must be able to communicate clearly with teachers, students administrators, other staff members and the public both orally and written communication.
• Must be able to read and understand written orders and instructions.
• Must be able to understand and follow-up on oral and telephone delivered orders and instructions.
• Must be proficient in MS Word and Excel Programs.
