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GENERAL SUMMARY:

Saginaw Public Schools Special Education Administrative Assistant is responsible for providing secretarial support to the executive director or coordinator.  This position will provide confidential and diverse support. 

DISTRICT-WIDE AND/OR PERFORMANCE STANDARDS:

The School District of the City of Saginaw, in partnership with parents, students, businesses and the community, are committed to and responsible for ensuring the highest level of academic achievement and career planning for all students, the highest performing organizational structure at all levels, and a safe and effective learning environment for all students.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of grammar, spelling and business correspondence
2. Knowledge in the use of general business office equipment
3. Knowledge of the software used to generate and maintain correspondence, reports and other documents
4. Knowledge of SPSD policies and procedures
5. Skilled typist 45 wpm
6. Skilled in accurate recordkeeping and filing
7. Ability to communicate with all employees, parents, students and other community contacts in a courteous and professional manner.
8. Ability to respect confidentiality in sharing information with parents, staff and others, where appropriate
9. Ability to compile data and reports
10. Ability to learn and adapt to changing situations
11. Ability to work with figures.
12. Ability to discern proper office attire from improper office attire.
13. Ability to work in a multi-cultural, urban setting and develop a rapport with students, staff, parents and the school community
14. Ability to keep information related to special education, medical conditions and homelessness confidential
15. Ability to work courteously and professionally with all employee groups

Physical Demands While performing the duties of this job, the employee is frequently required to sit, stand and/or walk for long periods of time, may be required to lift up to 30 lbs.  Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

DUTIES AND RESPONSIBILITIES:

1. Update staff information and provide to the ISD for County-Wide Directory
2. Correspond with Parochial Schools regarding Auxiliary Service
3. Process forms for federal payroll, added compensation, professional development, and contracted employees.
4. Process payroll and mileage for Special Ed Staff, Parent Infant Advisors, Teacher Consultants and Ancillary staff
5. Assist with Pupil Accounting
6. Process leave requests/travel reimbursements requests
7. Preparation, filing, reconciliation, follow-up of December 1 Error Report
   • Major role in recording/verifying information in Skyward
   • Verify layout of December 1 flat file to be uploaded to MI-CIS
8. Generate reports and correct errors in Skyward and ED Plan.
9. Enter new staff in Special Education module
10. Enter new Student/Staff information Skyward and Easy IEP screens.
11. Reassign student caseloads to new teacher/transfers in EdPlan
12. Handle temporary placement intake of new students (verify school placement, request previous records, parent communication)
13. Enter County Wide referrals on line
14. Handle school of choice/open enrollment applications (check with current school for any discipline, letters to parents, distribute forms to schools)
15. Manage transportation requests for special education students (verify distant-location, disability services, hours) and arrange transportation for students with the transportation department
16. Prepare attendance sheets, agendas, materials for professional development offering for ancillary staff meeting and PLC's.
17. General office duties (i.e., answer phones, order supplies, receive/send faxes, receive and send scanned documents)
18. Prepare purchase orders as needed
19. Maintain calendar of director/coordinator/supervisors
20. Verify homeless and foster care students and provide monthly reporting
21. Perform other duties as assigned
22. Use project management software to manage projects

EDUCATION AND/Qualification:

1. Required High School Diploma or GED equivalency
2. Associates degree preferred

3. Minimum three (3) years of general office experience

SPECIAL REQUIREMENTS: TESTING

Qualified applicants may be tested in the following areas:

• Arithmetic
• Proofreading
• Microsoft Programs
• GoogleSuites
• Spelling

WORKING ENVIRONMENT:

Normal office environment.  It is also anticipated that some stress will be associated with this position primarily due to deadlines and irregular workflow.  

SUPERVISORY RESPONSIBILITIES:

None

FISCAL RESPONSIBILITIES:

Maintain and monitor IDEA grant disbursements.

POSITION TYPE/EXPECTED HOURS OF WORK:

Some flexibility in hours is allowed, but employee is generally expected to work 5 days per week, 5 hours per day and be available during the core work hours of 8:00 a.m. 4: 45 p.m.  

METHOD OF EVALUATION:

Performance of this job will be evaluated annually in accordance with provisions of the Board's policy and SPSSA contract language.

Preceding data are intended to convey information essential to making fair pay decisions about the job, and are not exhaustive lists of the skills, efforts, duties, responsibilities or working conditions associated with it.
 

STARTING PAY RANGE:
$17.00