Administrative Assistant - Special Education

Medford School District, 549C•Medford, OR

19h•Onsite

About The Position

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.

Requirements

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.
Ability to work in a team environment.
Must interact in a kind, compassionate, and professional manner and always maintain confidentiality and security.
Ability to speak, read, and write legibly.
Ability to follow verbal or written instructions.
Ability to respond to common inquiries or complaints.
Ability to calculate figures and amounts such as discounts, interest, and percentages.
Ability to apply basic concepts of math, fractions, percentages, ratios, and proportions to practical problem-solving situations.
Ability to collect, maintain and analyze data.
A high level of accuracy and attention to detail are required.
Ability to solve practical problems and deal with various concrete variables in situations where only limited standardization exists.
Ability to manage time, organize and determine priorities.
Proficient with word processing, spreadsheet, database, PowerPoint, email, and webinars.
Ability to keyboard at 50 wpm.
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.

Nice To Haves

Bilingual in Spanish, preferred.

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.
All Medford School District employees supervise students and maintain a safe environment.