Administrative Assistant - Special Education (2023-2024)

Permanent full time Administrative Assistant for the Special Education Department *Proof of full vaccination OR OHA Exception Forms are a pre-employment requirement.This position is open until filledMedford SD 549C Job Description Our Mission: ALL Own Their Present and Future, ALL Are Known and Challenged, ALL Achieve Their Potential, ALL Options are Open and Hopeful Job Title: Administrative Assistant - Special EducationSupervisor: Director of Special EducationClassification: ClassifiedFLSA Status: Nonexempt Days: 260 Summary: Under the supervision of the Special Education Director, the Administrative Assistant provides administrative and technical support for the Special Education department. The Administrative Assistant is responsible for maintaining department and organizational data, records, and information in an organized, efficient, and confidential manner. The Administrative Assistant provides direct support to Special Education administrators.

Work is often performed under tight time constraints and may require unusual hours. Essential Duties and Responsibilities:Assists with managing daily operations of the department in a manner consistent with administrative direction, district policies, procedures, and state laws.Establishes methods and procedures of work within the organizational unit.Prepares various reports relating to the district or organizational unit, gathers information from schools to prepare reports, and instructs school secretaries to complete their reports. Conducts studies, research, and evaluations of administrative problems, projects, and assigned areas of responsibility.

Maintains various clerical and financial records, including budget monitoring, and prepares reports on budget activities.Serves as the first contact and resource liaison between the Director, district administrators, other employees, and the general public.Composes routine correspondence; types and updates various written materials, including agendas, reports, statistical data, charts from rough drafts, and minutes; proofreads and edits multiple materials.Manages expenditures and maintains publications and memberships for the office, processes administrative expenses, and prepares necessary forms.Interviews callers and office visitors; answers questions and provides information that requires considerable knowledge of district policies, programs, and services.Responsible for administrator's schedule: maintains their calendar; maps driving routes; prepares and maintains tickler file, making special notes and references as needed; responsible for meeting setup and cleanup.Arranges and coordinate conferences, workshops, meetings, and other travel arrangements as necessary for Director and other district staff.Approves and signs various documents as directed.Maintains department fiscal records.Maintains department intranet.Interprets and applies rules, policies, procedures, and regulations affecting assigned areas of responsibility.Works as a team player at all levels and demonstrates excellent interpersonal and customer service skills.Maintains competency in all position responsibilities.Complies with all safety and work rules, policies, and procedures.Responsible for properly utilizing, operating, and maintaining all department resources.Provides support to other positions as needed.Performs other related duties as assigned. Supervisory Responsibilities: All Medford School District employees supervise students and maintain a safe environment. Qualifications: An individual must be able to perform each essential duty satisfactorily.

The requirements below represent the required knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Education and/or Experience: High school or General Education Diploma (GED); three years' executive administrative experience.

Knowledge of best practices related to office administration is required. A thorough understanding of state and federal regulations, office practices, and procedures is required. Interpersonal Skills: Exhibits a high degree of diplomacy in dealing with all customers over the phone and/or in person.

The employee must have the ability to work in a team environment. The employee must interact in a kind, compassionate, and professional manner and always maintain confidentiality and security. Participates annually in employee education programs and wears appropriate attire within the MSD guidelines.

Language Skills: Ability to speak, read, write legibly, and follow verbal or written instructions. Employees must have the ability to respond to common inquiries or complaints. Bilingual in Spanish, preferred.

Mathematical Skills: Employees in this category must be able to calculate figures and amounts such as discounts, interest, and percentages. Employees must be able to apply basic concepts of math, fractions, percentages, ratios, and proportions to practical problem-solving situations. Must have the ability to collect, maintain and analyze data.

A high level of accuracy and attention to detail are required. Reasoning Ability: Employees in this category must be able to solve practical problems and deal with various concrete variables in situations where only limited standardization exists. The employee must be able to manage time, organize and determine priorities.

Computer Skills: To perform this job successfully, an individual must be proficient with word processing, spreadsheet, database, PowerPoint, email, and webinars. The employee must have the ability to keyboard at 50 wpm. Physical Demands: The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms.

The employee must often stand, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision.

Must speak clearly to be understood and identify and understand the speech of others-emotional stability to work effectively under pressure and control all aspects of the job. Work Environment: The work environment characteristics described here represent those employees may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

The noise level in the work environment is usually low to moderate. Employees may be exposed to bloodborne pathogens, temperature fluctuations, fumes, odors, and dust. Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job.

This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) whenever it deems advisable.