EC Administrative Assistant

JOB TITLE: EXCEPTIONAL CHILDREN ADMINISTRATIVE ASSISTANT

FLSA STATUS: NON-EXEMPT

BENEFITS STATUS: FULL-TIME

SALARY GRADE: OFF65

GENERAL STATEMENT OF JOB

Under limited supervision, performs a wide variety of secretarial, administrative, and financial duties to support the Director of Exceptional Children Department; to collect, prepare, and/or maintain accurate data and confidential reports; to provide information and assistance to staff, parents, and the public in a courteous, respectful, and professional manner. In addition to the generic duties and responsibilities below, a list of more specific duties may be included according to the needs of the individual position. Reports to the Exceptional Children Director.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Receives all incoming telephone calls for the EC Director and Exceptional Children's Department; assists and/or responds in a timely manner, providing helpful assistance to parents, staff, businesses, and the general public

• Responsible for preparing, posting and balancing all State, Federal, Local, and miscellaneous/special grants and accounts; prepare and submit itemized reports and request fund transfers/journal entries; process participant stipends, employee contracts and timesheets; purchasing and inventory

• Prepares and submits mid-year and end-of-year NCDPI Federal Expenditure Report; works closely with EC Director and Finance Officer on all budgets and planning

• Responsible for maintaining accurate documentation for personnel assignments and funding sources, process employee leave requests; maintain calendar of events, employee schedules, and contact information; employees schedules and calendar of events/meetings, printing requests and distribution

• Facilitate Exceptional Children professional development activities; setup, attendance, and credits for all in-house professional development; process all paperwork, advance payments, and receipts for outside professional development; responsible for sending sub codes to school secretaries; responsible for securing meeting space and planning meals/catering if applicable

• Maintains all EC protocols, responsible for organizing and facilitating annual EC records destruction; processes all legal requests for EC records; maintains activity log for all EC records requested and released.

• Webmaster for department website; publicity and advertising of events; public notices and meetings

• Provide clerical support to School Psychologists, EC Program Specialists, Preschool Coordinator, and all Related Service Leads

• Other general office duties as assigned by the Director

ADDITIONAL JOB FUNCTIONS

• Assists in a variety of operations; performs special projects and assignments as requested; and gathers, assembles and summarizes information and data for reports

• Suggests procedures for improved office efficiency

• Responds to general inquiries or requests; processes, sorts, and distributes incoming mail

• Operates all office machines and equipment; orders supplies; processes maintenance agreements

• Performs other related duties as assigned by the Director of Exceptional Children

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate's degree in Secretarial Science, Office Systems Technology, and/or Accounting, or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift mail and boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a computer.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate levels of stress.

Physical Communications: Requires the ability to talk, write and hear.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.

Ability to utilize positive human relation skills with all staff, parents and students in fulfilling requests for assistance as appropriate.

Skills of keyboarding with accuracy at the speed necessary for the position.

Skills in operating a computer with word processing and spreadsheet applications.

Considerable knowledge of office practices and procedures.

Ability to compile and summarize information.

Ability to resolve problem situations with sound judgment.

Considerable ability to communicate effectively both orally and in writing.

Ability to demonstrate proper telephone etiquette.

Ability to maintain confidentiality.

Ability to exercise independent judgment and initiative in completing work assignments.

Knowledge of report writing.

Ability to compose correspondence independently.

Ability to work in the absence of supervision.

Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

DISCLAIMER

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary or benefits.