Position Type: Secretarial/Clerical/Secretary - 12-Months
Date Posted: 1/7/2025
Location: DISTRICT
Title: District Administrative Assistant to Director of Student ServicesQualifications: - High School Diploma or general education degree (GED)
- Associate's degree preferred
- Proficiency with Microsoft Word, Excel, Powerpoint, Google Suite, Infinite Visions
- Related experience desired
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable
- Possess excellent communication skills, including telephone and writing
- Demonstrate excellent interpersonal skills.
- Be proficient in computer skills and applications.
- Be able to maintain confidentiality in all matters.
- Possess and demonstrate knowledge of English usage, grammar, and punctuation
- Be able to communicate clearly and concisely, both orally and in writing
Reports To: Director of Curriculum and InstructionFLSA Status: non-exemptPerformance Responsibilities: - Respond to telephone inquiries regarding school programs and activities.
- Maintain an Excel spreadsheet detailing grant expenditures. Process purchase orders to assist in spending of grant money. Report expenditures to ISBE on a quarterly basis, or as required.
- At the direction of the McKinney Vento liaison, make up book bags for students identified as homeless. Responsible for the ordering of all school supplies, including book bags.
- Schedules conferences and staffing as well as prepares documentation necessary as mandated by state law.
- Maintains and updates the student database of students placed in alternative schools.
- Obtains up-to-date attendance records from alternative school facilities to notify the attendance clerk.
- Arranges and monitors bussing for Special Ed Students.
- Maintains Special Education Student Files. (Creates new files for incoming students - main files, teacher files, speech files: Pulls and stores and all graduate/drop files)
- Compiles case study components for Social Workers and Nurse.
- Compiles annual Transportation Report.
- Maintains annual budget database.
- Maintain and replenish office supplies, textbooks and necessary equipment for the Special Education Department. Works closely with the Purchasing Department on all invoices and grants.
- Facilitates Conference Room 119 Calendar.
- Share daily mail distribution responsibilities with secretarial staff.
- Carry out other duties as assigned by the Director of Student Services.
- Maintain a schedule of appointments and, when requested, register participants for curriculum related workshops and conferences.
- Maintain a regular filing system and process incoming and outgoing correspondence as instructed.
- Obtain, gather, and organize pertinent data as needed and put into usable form.
- Assist in the student registration process as required.
- Performs other duties as assigned.
- Create and monitor Excel spreadsheets tracking expenditures associated with federal and state grants. Responsible for ordering materials or creating purchase orders associated with the grants.
- Order school supplies and make up book bags in conjunction with the Student Services Department for students enrolled under the McKinney Vento Act.
- Assist with setting up for professional development training; responsible for securing refreshments, purchasing needed materials, and ensuring all details have been identified and appropriate personnel notified of their responsibility to ensure successful training.
Terms of Employment: 12 monthsEvaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Support Services Personnel