Primary Purpose 

Provide secretarial support and office manager skills that will ensure the proficient operation of the Department of Special Education. 

 

Minimum Qualifications  

Education/Certification 

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency) 


• Candidates must have a satisfactory outcome of a fingerprinting background check. Non-refundable fee (approximately $50) paid   by employee. 

Required Experience

Administrative secretarial experience or 30 semester hours of college credit or equivalent training 

 

Knowledge/Skills

• Proficient knowledge of keyboarding, word processing, spreadsheets and file maintenance skills  


• Knowledge of the school district and the Special Education Department, preferred  


• Work tactfully and efficiently in pressure situations and with frequent interruptions 


• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines Effective telephone and oral communication skills 


• Effective communication (verbal and written) and interpersonal skills 


• Secretarial skills to maintain spreadsheets, databases, and word processing 


• Strong organizational skills 


• Maintain a high level of confidentiality  


• Bilingual preferred  

Major Responsibilities and Duties 

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list  of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.) 

 

Professionalism  

The Educators' Code of Ethics is set forth in the Texas Administrative Code to provide rules for standard practices and ethical conduct  toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions  


• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators  

Data Management 

The administrative assistant assists with fostering analytical and collaborative environment activities such as the following:  

• Receives, organizes any related correspondence. 


• Processes Special Education requests, including maintaining a log of requests, retrieving documents, copying and mailing  records.  


• Prepares correspondence, forms, records, and reports as needed.  


• Manages records storage and destruction process for records following the established records retention schedule and  requirements of the state.  


• Runs reports from various district data systems as needed. 


• Maintain appropriate student records.  


• Assists with audit reports to meet federal and state guidelines. 


• Crosstrain on Medicaid and SHARS with administrative support staff. 

Organization Management 

The administrative assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following: 

• Answers multi-line phones and takes call information to route to the appropriate staff. 


• Assists all walk-ins with questions regarding Special Education issues. 


• Maintains calendar appointments for the department and staff as needed. 


• Manages the department budget


• Creates purchase orders, process reimbursements, and submit direct pays for office supplies,  


• Records all incoming and outgoing transactions, invoices 


• Assists external applicants with the district application system and applications.  


• Delivers outgoing mail and distributes all incoming correspondence. 


• Performs other duties as assigned by the Executive Director of Special Services. 


• Compiles time sheets and prepares payroll on employees.  

Communication and Community Relations 

The administrative assistant promotes a positive tone for school or community relations through activities such as the following: 

• Greets visitors and employees with professionalism and courtesy.  


• Uses effective communication skills, both oral and written.  


• Interprets district and department policies, and procedures in formulating responses for the general public. 


• Composes responses regarding administrative matters and department procedures based on knowledge of department  supervisor views.  


• Promotes a positive work climate and positive image for the department.  

Professional Growth and Development 

The administrative assistant provides leadership in professional growth and development through activities such as the following: 

• Assists in organizational cross training and professional development efforts. 


• Keeps informed of and comply with state and district policies and regulations concerning primary job function through  training and certification courses. 


• Attends meetings and participates in staff development activities to improve job-related skills. 

Qualities of an Effective Office Assistant  

The administrative assistant exhibits qualities such as the following:  

• Daily attendance and punctuality at work are essential functions of the job. 


• Demonstrates a high level of personal integrity and collaborative leadership. 


• Understanding the mission and policies of the department supports the policies of the district. 


• Maintains a professional demeanor and appearance.  


• Conducts himself or herself in an ethical and professional manner.  


• Adheres to multiple project deadlines and processing of time sensitive materials.  


• Seeks and uses evaluative information for improvement of performance. 


• Complies with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies,  regulations, and guidelines that impose duties, requirements, or standards. 


• Maintains confidentiality. 

Supervisory Responsibilities: 

• None  

Equipment 

Multi-line phone, computer, printer, calculator, copier, shredder, fax machine, telephone, scanner, and other equipment applicable to  the position. 

 

Working Conditions 

Mental Demands/Physical Demands/Environmental Factors 

• Works with frequent interruptions and maintains emotional control under stress. 


• Occasional prolonged and irregular hours to complete projects. 


• Frequent lifting, carrying, pushing, pulling, standing, stooping, and bending. 


• Repetitive hand motions, prolonged sitting, and prolonged use of computer. 


• Occasional district wide and local travel.  


• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration. 


• Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work outside, work  around moving objects or vehicles, work on uneven surfaces. 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.