Administrative Assistant for Special Services

Springfield School District•Springfield, VT

22h

About The Position

The Administrative Assistant to the Director of Special Services is responsible for possessing or gaining general knowledge of Special Education and 504 processes, procedures, rules, and regulations to assure the efficient and smooth operation of all activities within the Special Services Department.

Responsibilities

Greets visitors, and responds to or directs telephone/email inquiries
Monitors the Central Office door security system, as needed
Assembles, inputs, and disseminates data utilizing a variety of mediums (database, spreadsheet, word processing, web-base, paper and other systems) to support the work of the Special Services Department
Organizes and maintains an accurate and efficient filing system for the department with the attention to detail
Manages and maintains special services student data and files
Assures completion of IEP packets, including revisions and amendments
Maintains DocuSped database and appropriately transfers and confirms receipt of import/export of student files between District case managers
Prepares a variety of reports for local, state, and federal compliance including Child Count Report and Exited Child Count report within the timeframe required
Assists in the development of the departmental budget(s)
Manages specific budget accounts to include purchase orders, budget transfers, and budget balances
Communicates with vendors, including consultants and contractors, as needed
Schedules and arranges appointments and meetings as needed
Prepares mailings as needed
Assists in arranging conference and meeting registrations and travel arrangements as needed
Shares in sorting and distribution of incoming and outgoing mail for the Central Office
Responds to inquiries from employees and community at large, with knowledge of general policies and procedures and awareness of need for confidentiality of staff and student information
Prepares and disseminates correspondence, reports and grant procurement documents
Uses office equipment including, but not limited to a computer and software programs for Special Education
Maintains an inventory and orders needed office and other requested special needs supplies
Maintains an inventory of District Special Education forms
Manages the purchasing process, to include requisition, ordering, receiving, verification and invoice approval by Director
Maintains a directory of Special Services staff
Distributes compliance information and documentation as needed
Assists with vacancy requests for Special Services staff and assists as necessary in the hiring and onboarding processes
Assists Director of Special Services with the end of year teacher checkout
Assist in coordination of training for Special Services staff as needed
Coordinates scheduling of student transportation needs
Assists with planning and administration of the Extended School Year program (summer programs for Special Services students)
Supports the Special Education Coordinators as needed
Maintains confidentiality in all aspects of the job in accordance with federal, state, and Springfield School District requirements
Manages multiple tasks and priorities with frequent interruptions
Communicates both orally and in writing, interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
Promotes and follows Agency of Education policies, District policies, and building and department procedures
Recognizes the importance of safety in the workplace, follows safety rules, practices safe work habits, utilizes appropriate safety equipment and reports unsafe conditions to the appropriate administrator
Performs other duties as assigned