Administrative Assistant (Special Education)

Calumet County • Chilton, WI

1d • Onsite

About The Position

Under general supervision of the Director of Special Education, performs responsible office work involving a considerable degree of independent judgment and initiative. Performs related duties as required. Functions as administrative assistant to the Director of Special Education and other assigned staff members, providing administrative support and assistance and coordination as needed with other departmental, school district and Calumet County staff. Performs office and clerical duties including, but not limited to prepares documents and correspondence including typing and/or transcribing dictation, reports, letters, memos, forms, progress reports, agendas, and minutes; photocopies documents; files confidential and sensitive information; maintains student and staff records; and schedules and cancels appointments, as requested. Maintains special education student records in compliance with state and federal regulations including release/exchange of records and destruction of records in accordance with state guidelines. Complies with federal, state and local statutes and regulations, school board policies and administrative regulations and school level policies and procedures. Completes federal, state, and local reports related to Special Education. Establishes and maintains a database for students receiving special education services. Maintains a current list of students who are attending a non-home-school due to participation in the Calumet County Special Education Program. Keeps abreast of regulations and legal issues related to special education. Processes all incoming and outgoing departmental mail. Explains policies, procedures, and instructions in response to telephone, electronic and in person inquiries from clients, co-workers and the public. Provides resource information and referral sources. Manages receipts, revenues and restitution and maintains a variety of complex records which may include bookkeeping accounts. Assists in the development of departmental regulations and procedures. Maintains staff procedures manual. Maintains office and program supplies, educational materials and forms, and processes requisitions and purchase orders. Catalogs and indexes all special education materials. Develops print-ready brochures, forms and educational materials. Provides School Based training as requested on topics related to office processes. Maintains records related to equipment inventory including but not limited to technology inventory. Develops and maintains records regarding students, student placements, services, staff, programs, and assignments. Sends annual reminder notices to all special education personnel for expiring licenses coming due. It is unlikely an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties an employee may be required to perform. The examples are merely indicative, not restrictive.

Requirements

• Graduation from high school
• One to two years of experience in performing administrative and general work of a progressively responsible and difficult nature
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the County.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Knowledge of word processing software and the ability to perform a full scope of word processing functions independently and with high degree of accuracy and speed.
• Working knowledge of filing and maintenance of special education records.
• Working knowledge of the Department of Public Instruction requests for records and information.
• Working knowledge of special education program budgets with the ability to place, receive and inventory purchases.
• Knowledge of modern office practices, procedures and equipment.
• Ability to learn departmental programs, operations and policies with respect to general functions performed.
• Knowledge of business English, spelling, composition, medical, education and legal terminology.
• Ability to perform a variety of complex clerical tasks.
• Ability to establish and maintain effective public and working relationships.
• Ability to maintain confidentiality.

Nice To Haves

• An Administrative Assistant associates degree or related coursework.
• Administrative Assistant Certificate

Responsibilities

• Functions as administrative assistant to the Director of Special Education and other assigned staff members, providing administrative support and assistance and coordination as needed with other departmental, school district and Calumet County staff.
• Prepares documents and correspondence including typing and/or transcribing dictation, reports, letters, memos, forms, progress reports, agendas, and minutes.
• Photocopies documents.
• Files confidential and sensitive information.
• Maintains student and staff records.
• Schedules and cancels appointments, as requested.
• Maintains special education student records in compliance with state and federal regulations including release/exchange of records and destruction of records in accordance with state guidelines.
• Completes federal, state, and local reports related to Special Education.
• Establishes and maintains a database for students receiving special education services.
• Maintains a current list of students who are attending a non-home-school due to participation in the Calumet County Special Education Program.
• Keeps abreast of regulations and legal issues related to special education.
• Processes all incoming and outgoing departmental mail.
• Explains policies, procedures, and instructions in response to telephone, electronic and in person inquiries from clients, co-workers and the public.
• Provides resource information and referral sources.
• Manages receipts, revenues and restitution and maintains a variety of complex records which may include bookkeeping accounts.
• Assists in the development of departmental regulations and procedures.
• Maintains staff procedures manual.
• Maintains office and program supplies, educational materials and forms, and processes requisitions and purchase orders.
• Catalogs and indexes all special education materials.
• Develops print-ready brochures, forms and educational materials.
• Provides School Based training as requested on topics related to office processes.
• Maintains records related to equipment inventory including but not limited to technology inventory.
• Develops and maintains records regarding students, student placements, services, staff, programs, and assignments.
• Sends annual reminder notices to all special education personnel for expiring licenses coming due.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED