Administrative Assistant, Student Services

About the Employer

Scotts Valley Unified School District is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees with appreciation for race, ethnicity, nationality, age, religion or faith, marital, civil union or domestic partnership status, physical, mental or sensory disability, sexual orientation, gender, gender identity and/or expression, and past or present military service. District programs and activities shall be free from discrimination, harassment, intimidation and bullying based on any characteristic identified in Education Code 220, Board Policy 4033, Penal Code or Government Code.

Job Summary

Job Summary

IMMEDIATE OPENING! Full time work at the Scotts Valley District Office under the supervision of the Director of Special Education.

Job Description / Essential Elements: Print

GENERAL DESCRIPTION

Assist administration with educational services and student services matters; assume full

responsibility for many tasks requiring independent judgment and organizational skills;

serve as Administrative Assistant to department administrator(s) relieving administration

of clerical tasks and minor administration matters.

DUTIES AND RESPONSIBILITIES:

Administrative Assistant, Special Education/Student Services:

• Assist administration in matters pertaining to all aspects of special education and work with special education staff to file/organize IEP's

• Work with outside agencies that support special education services

• Coordinate transportation services for identified students

• Knowledge and ability to manage the Student Information System

• Ensure compliance with legal requirements for age, medical, in-district residence, etc.

• Be aware of school district areas and street locations and provide information to parents/staff as needed

• Maintain, process and protect confidentiality of records of district students, including photocopying and distributing records for contracted services, (court orders, etc.)

• Maintain Educational Services files on all tested and referred students for Educational Services programs, as well as all categorical programs

• Process SELPA attendance accounting reports for District, County and State reports

• Assist in planning and coordination of Educational Services programs, including extended school year and staff professional development

• Serve as liaison between administration, other educational personnel and the general public

• Develop Educational Services forms; arrange appointments and maintain calendar for administrator(s); delegate and supervise work when clerical assistance is available; establish and maintain filing system for efficient use and confidential storage

• Assist with budget preparation and management, including basic accounting, billing, contracts

• Attend meetings as representative of administrator as assigned;

• Other duties as assigned

Administrative Assistant, Curriculum:

• Assist administration in matters pertaining to all aspects of educational services

• Knowledge and ability to manage the Student Information System

• Review and monitor assessment data

• Assist with spreadsheets, databases, presentations

• Ensure compliance with legal requirements for age, in-district residence, etc.

• Track Interdistrict/Intradistrict Transfers and correspond with districts to manage incoming and outgoing students

• Be aware of school district areas and street locations and provide information to parents/staff as needed

• Maintain, process and protect confidentiality of records of district students, including photocopying and distributing records

• Assist in planning and coordination of Educational Services programs, including extended school year and staff professional development

• Serve as liaison between administration, other educational personnel and the general public

• Develop Educational Services forms; arrange appointments and maintain calendar for administrator(s); delegate and supervise work when clerical assistance is available; establish and maintain filing system for efficient use and confidential storage

• Assist with budget preparation and management, including basic accounting, billing, contracts

• Order Educational Services materials; support preview, ordering of instructional materials, assist sites with the same

• Manage ongoing enrollment numbers for district; track and monitor waitlists and district processes

• Track Interdistrict/Intradistrict Transfers and correspond with districts to manage incoming and outgoing students

• Attend meetings as representative of administrator as assigned

• Other duties as assigned

QUALIFICATIONS

Knowledge of:

• Or interest in, issues affecting education and the functions of the school district and its operating procedures

• Student Information Systems, or the ability to learn

• Spreadsheet and database management software, Excel

• Office practices, procedures and filing systems; type 65 wpm accurately; transcribe from tapes

Ability to:

• Assemble and analyze data and make appropriate recommendations and reports

• Operate word processing, spreadsheet and database management software, and other office equipment (strong technical skills) including database management and oversight

• Plan and organize work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum supervision; make decisions when appropriate

• Work well under pressure; maintain flexibility and adaptability

• Take initiative and be proactive

• Establish and maintain cooperative and effective working relationships with others; deal effectively with a wide variety of personalities and situations requiring tact, judgment and poise

• Communicate effectively both orally and in writing

• Work confidentially and with discretion

• Interpret laws, keeping current with rules and regulations

• Use own vehicle

EDUCATION AND EXPERIENCE:

Any combination of education, training, and/or experience that demonstrates ability to perform the required duties. A typical qualifying background might include:

Completion of the 12th grade, or equivalent, with three or more years of broad, varied and increasingly responsible administrative assistant experience, preferably in a school district, or two years of post-secondary education.

License or Certificate: Possess an appropriate California operator's license issued by the State Department of Motor Vehicles and be insurable.

PHYSICAL DEMANDS:

These physical characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Lift, carry, push or pull items with a strength factor of up to 40 pounds

• Hear and speak in audible tones to exchange information

• Have mobility sufficient to move about, stand, and/or sit for extended periods, and access all locations in the work environment

• Have flexibility and strength to reach with hands and arms, reach above shoulder level as necessary and, be able to bend and stoop

• Have manual dexterity to appropriately control and manipulate objects, materials, and equipment used on the job, including telephone and computer

• Ability to drive to all district facilities and necessary meetings and conferences

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in the work environment.

It is the policy of Scotts Valley Unified School District to provide equal opportunity for all individuals in education and employment. District programs and activities shall be free from discrimination, harassment, intimidation and bullying based on actual or perceived characteristicsof race or ethnicity, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or any other characteristic identified in Education Code 220, Board Policy 4033, Penal Code or Government Code.

Date Approved: 7/23/2001

Revised: 6/3/2008, 03/11/2020, 10/12/2021

Requirements / Qualifications

Requirements / Qualifications

• Letter of Introduction

• Letter(s) of Recommendation (At least two (2) current letters)

• Resume

• Letter of Introduction

• Letter(s) of Recommendation (At least two (2) current letters)

• Resume

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