Location: Teacher Administrative Center located at 3215 Cuming St. Omaha, NE 68131
Reports To: Executive Director of Special Education
Work Schedule/FLSA Status: 12-month / Hourly Non-exempt
Salary Schedule: Starting rate = $22.98/hour. This is a negotiated position. Compensation and benefts will be administered consistent with the negotiated agreement, schedule 32F.
Position Purpose:
This position is responsible for supporting the Special Education Director. The individual in the position will be responsible for multiple tasks to include but not limited to completing financial responsibilities associated with the Special Education Department.
Essential Performance Responsibilities
- Answer phones and greet internal and external customers in professional manner.
- Schedule and maintain Director’s calendar and appointments. Organize materials needed for each day’s activities.
- Compose correspondence/reports for Director’s signature.
- Place calls to businesses, community agencies and schools to obtain requested information.
- Create and maintain data bases.
- Prepare reports for the Board of Education meeting agenda.
- Prepare communication for mailing.
- Compile information and resources as requested.
- Create electronic files for long-term retrieval.
- Prepare agendas for meetings as requested.
- Develop and maintain office filing system.
- Coordinate room scheduling, food orders, registration, etc. in preparation of meetings and professional development.
- Complete travel and conference attendance registration/arrangements.
- Maintain confidential records and files.
- Track, record, maintain and prepare payroll for submission to Compensation and Benefits.
- Open and distribute the mail.
- Review and respond to electronic mail, voicemail messages and telephone calls.
- Maintain strict confidentiality of information.
- Ability to work comfortably in Excel and Word.
- Maintain excel spreadsheets complete with formulas in order to accurately record expenditures to agencies.
- Utilize Infinite Campus to access Special Education information as requested.
- Prepare district contracts for services for director review.
- Prepare contracts for services agencies for director review.
- Prepare budget reports as needed throughout the fiscal year.
- Complete staffing requisitions.
- Maintain information regarding certified staff and non-certified staff such as payroll, vacation, professional conferences, request for reimbursement, mileage reimbursement, etc.
- Input work orders.
- Communicate with contracted agencies.
- Review Special Education paperwork sent from contracted employees at nonpublic schools.
- Access and analyze budget variance reports as needed.
- Utilize Infinite Campus to identify state wards and then create contracts and manage billing of state wards.
- Assist in completion of special education state reports.
- Communicate with accounts payable to ensure that providers are paid.
Additional Duties Performs other related tasks as assigned by supervisory personnel.
Equipment: This position may require the ability to use basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with OPS’s guidelines for equipment use.
Travel: Limited travel may be required.
Physical and Mental Demands, Work Hazards:
- Must be able to respond rapidly in emergency situations.
- Must have organization, time management, communication, and interpersonal skills.
- Work in school building and central office environments.
Interrelations:
- Contact with personnel within the district and with customers and vendors
- Will be working under the direct supervision of the department supervisor in order to complete day to day tasks.
- Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy.
- Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues.
- Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service.
Employee Punctuality and Appearance
- In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
- Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator.
- All employees are required to report to work dressed in a manner that reflects a positive image of Omaha Public Schools and is appropriate for their position.
Knowledge, Skills, and Abilities:
- Completion of standard high school diploma or equivalent with completion of college coursework desirable, or any equivalent experience or training which provides the required knowledge, skills and abilities.
- Previous work experience as an administrative assistant, a minimum of 3-4 years.
- Work experience in urban school and/or central district office setting, preferred.
- A working knowledge of OPS procedures and policies, principles and practices of the organization, preferred.
- Proper grammar and English usage.
- Exceptional keyboarding ability required.
- Advanced skills in MS Office Suite applications such as Word, Excel and PowerPoint.
- Knowledge and use of Infinite Campus and PeopleSoft, preferred.
- Ability to complete mail merges.
- Ability to lift up to 25 lbs.
- Experience using PeopleSoft to complete payroll and requisitioning of work materials and supplies, preferred.
- Possess a high level of independence. Decision-making, accuracy and constant attention to detail is imperative.
- Exceptional attendance and punctuality; and work record.
- Ability to manage multiple priorities.
- Possess and be proficient in math skills.
- Ability to professionally communicate with the public and school personnel using tact and courtesy.
- Ability to maintain strict confidentiality of information.
- Excellent organizational and decision making skills.
- Ability to meet demanding work schedule and adhere to all deadlines.
- Ability to operate various office machines such as copier, scanner and facsimile machine.
- Schedule appointments and keep an appropriate calendar of events.