Special Education Administrative Assistant chez Hudsonville Public Schools

Summary:  The Special Education Admin Assistant performs routine secretarial, clerical and accounting functions as directed by the Assistant Superintendent of Student Services and Special Education 

Essential Duties and Responsibilities:

• Collect, input, and verify data for state and federal reporting requirements
• Navigate various platforms and assist with data submission within required timelines
• Manage the biannual count process for special education students
• Communicate by phone and in writing with staff, parents, and community members
• Review, edit, and compose written professional communications
• Maintain office and departmental records
• Coordinate monthly and annual activities to support special education staff
• Support staff with compliance related timelines and paperwork
• Coordinate material request and distribution for alternative state assessment
• Assist with scheduling and preparing for departmental and parent meetings
• Purchase supplies and maintain financial records for the department
• Develop, review, or revise spreadsheets using various data points
• Maintain confidentiality with all student and staff information
• Create a positive and welcoming office environment
• Assist others by directing inquiries to appropriate personnel
• Other duties as assigned

Supervisory Responsibilities: Not applicable 

Direct Report: Assistant Superintendent of Student Services and Special Education 

Qualification Requirements: 

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, skill and/or ability required  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Education and/or Experience:

Required:

• High School Diploma or GED
• Proficiency with technology including Microsoft Office and Google applications
• Must possess the ability to learn special education processes and terms and use school-related software
• Excellent organization, time management, and leadership qualities in office management
• High level of accuracy and attention to detail
• Demonstrated ability to communicate effectively both orally and in writing
• Exceptional interpersonal, customer service, and problem-solving abilities
• Must possess the ability to perform various tasks efficiently in a fast-paced environment

Preferred:

• Working knowledge of student information systems and special education terminology 
• Additional training and/or education

Language Skills:

Ability to read, analyze, and interpret communication including emails, letters, spreadsheet and forms  Ability to respond to common inquiries or complaints from the community, regulatory agencies or staff members

Mathematical Skills:

Ability to calculate basic mathematical formulas; add and subtract totals; multiply and divide; determine percentages and decimals; spatial aptitude to inspect length and weight of objects 

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions  

Other Skills and Abilities:

Physical Demands: The physical demands described here 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

• Position requires sustained periods of sitting and working on computer and office equipment  
• Position requires standing and walking throughout buildings  
• Position involves frequent lifting up to 20 pounds and occasional lifting up to 40 pounds  
• Position involves listening, speaking clearly and visual acuity  
• Position involves frequent repetitive action on a keyboard 

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions  

• The noise level in the work environment is usually quiet to loud depending upon the activity in a particular part of the day