Exceptional Children Data Manager & Administrative Assistant

JOB TITLE: ADMINISTRATIVE & DATA MANAGER/CENTRAL OFFICE EXCEPTIONAL CHILDREN

12-month Full-time Position

GENERAL STATEMENT OF JOB

Under limited supervision, performs highly skilled and responsible secretarial and administrative work in support of a central office administrator/supervisor. In addition to the generic duties and responsibilities below, a list of more specific duties may be included according to the needs of the individual position.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate's degree in secretarial science or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

Receives all incoming telephone calls for the EC Director and Exceptional Children’s Department; assists and/or responds in a timely manner, providing helpful assistance to parents, staff, businesses, and the general public

Facilitate Exceptional Children professional development activities; setup, attendance, and credits for all in-house professional development; process all paperwork, advance payments, and receipts for outside professional development and all reimbursements; responsible for sending sub codes to school secretaries; responsible for securing meeting space and planning meals/catering if applicable

Files and maintains all EC records; processes all legal requests for EC records, including Disability Determination requests; maintains activity log for all EC records requested, released, destroyed. Distributes information to schools for annual destruction, runs legal notice, collects destruction logs; responsible for organizing and facilitating annual EC records destruction

Maintain working knowledge of data and information collection systems in order to track timelines as requested as related to referral, evaluation, and placement of students with IEPs; compline reports as requested to federal, state or local agencies

Compile data and other information for non-routine request by the State Board of Education, The General Assembly, the local school board, and the school system’s administrative team

Attend DPI-sponsored training and workshops

Maintain the Medicaid billing program and serve as liaison between the software vendor and therapists who bill for services; monitor funding; compile Medicaid reports as needed; schedule trainings for new employees for billing services

Webmaster for department website; publicity and advertising of events; public notices and meetings

Maintain EC bus business financial records and transportation requests

Other general office duties as assigned by Director of Exceptional Children

ADDITIONAL JOB FUNCTIONS

Assists in a variety of operations; performs special projects and assignments as requested; and gathers, assembles and summarizes information and data for reports.

Suggests procedures for improved office efficiency and time management.

Responds to general inquiries or requests; processes, sorts, and distributes incoming mail.

Operates all office machines and equipment; orders supplies; processes maintenance agreements.

Performs other related duties as assigned by the Director of Exceptional Children.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk, write and hear.

KNOWLEDGE, SKILLS AND ABILITIES

Experience in customer service/human relations in dealing with the high volume of people in and out of a busy office.

Ability to communicate effectively both orally and in writing.

General knowledge of the standard procedures for running a busy office.

Knowledge of the use of standard office equipment.

General knowledge of computer skills and familiarity with required computer programs (word processing and spreadsheet applications).

Working knowledge of accounting and bookkeeping techniques and practices, and maintaining a checking account.

Ability to demonstrate proper telephone etiquette.

Ability to establish and maintain effective working relationships with staff, students, parents and volunteers.

Ability to maintain confidentiality.

Ability to exercise independent judgment and initiative in completing work assignments with minimal supervision.

Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and

action in the performance of assigned work.

Ability to utilize positive human relation skills with all staff, parents and students in fulfilling requests for assistance as appropriate.

Skills of keyboarding with accuracy at the speed necessary for the position.

Considerable knowledge of office practices and procedures.

Ability to compile and summarize information.

Ability to resolve problem situations with sound judgment.

Knowledge of report writing.

Ability to compose correspondence independently.

Ability to work in the absence of supervision.

FLSA STATUS-NON-EXEMPT

DISCLAIMER

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary or benefits.