SUMMARY: Provide support to and organize multi-faceted functions of the Department related to Special Education, Extended School Year (ESY), ASD, AN, SSN, Project Search, JTS, and other programs. Perform financial and technical functions, website updates, and general office duties. Act as a resource for District teachers, secretaries, and staff by answering questions responding to routine and special issues that cross departmental, school, and other agency lines. Involves multitasking to ensure that all job duties are completed while maintaining a high customer service standard so that teachers, parents/families, principals, and all other employees have their needs met in an efficient, friendly manner.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as assigned.
Support and maintain an organized, welcoming, and helpful office environment by assisting customers, District and school-based staff with department-related issues and questions. Manage filing systems, electronic documents; and file, gather, create, and organize materials as necessary. Manage multiple calendars for administrators. Format and create templates for organizing resources and data collection.
Prepare, PeopleSoft and financial data; additional pay; independent/consultant contracts; purchase requisitions/orders; pay vendor invoices; district p-card management; and inventory and order office supplies.
Track and keep ETAP data current and use data to inform purchase decisions Analyze and merge data and information into spreadsheets for department work.
Compose and proofread memos, letters, flyers, newsletters, update websites and brochures for distribution to parents, departmental staff/District administration, schools, and outside agencies. Research, gather information, and process multiple professional development trainings in ESS.
Provide customer service and public relations to a diverse population. Initiate problem-solving in absence of administrators.
Maintain Special Education mail pickup/deliveries, all copier machines, faxes, and printers. Order supplies needed for all Special Education department personnel and maintain inventory.
Schedule workshops and two - three annual Special Education community events; coordinate ordering/printing; distribute/monitor materials; prepare handouts; locate and reserve rooms for multiple meetings and facilitate registration.
Disburse and monitor office budgets, along with Budget Analyst, pay invoices, process additional earnings and other budget related tasks, including managing District purchasing cards for administrators and internal and external auditors. Maintain and track requisitions and purchase orders. Perform and maintain confidential financial related functions for management of grants, and office budgets.
Responsible for maintaining and adjusting Directors' and Assistant Directors' calendars.
Responsible for paying accounts, contractors, and processing journal entries. Monitor additional earnings and substitute usage for all schools as it pertains to Special Education in-services/trainings. Verify time and labor entries for Transition Paraeducators, Teachers, Mental Health Providers, Speech Language Pathologists and Motor personnel. Responsible for all travel arrangements for Special Education staff.
Order and maintain materials, supplies and books for specific needs of staff related to Special Education professional learning trainings across the District. Assist with fundraisers for Jeffco Transition Services School.
Maintain e-mail and voice mail distribution lists for specific staff and administrators. Update and monitor staff database regularly.
Implement all paperwork and transactions pertaining to the coordination of interviews including job descriptions and questions, for hiring Special Education personnel and submitting position changes/terminations.
Revise/update and maintain the Special Education external and internal website for administrators, teachers, secretaries, and community.
Assist with Extended School Year (ESY): enroll 500+ students in Infinite Campus, create classes and prepare rosters; coordinate interviews and hire licensed and classified staff; assist with attendance; prepare badges for students; collaborate with Transportation and schools; order materials for classroom use; and assist with ESY payroll.
Assist in processing right-sizing personnel transactions (Paraeducators, Speech Language Pathologists, and mental health positions) biannually/annually with Budget Analyst and SPED Directors (manage multiple spreadsheets for staff), location assignments, terminations, admin transfers. Communicate with all schools involved.
Support Special Education Coordinators with Speech Language Pathologists, Assistive Technology Team, Behavior Analysts, Psychologists, Social Workers, and SPED Coaches, to include interviews and hiring; requisitions and processing invoices for contractors; payroll; and class set up and enrollment for district trainings.
Enroll and withdraw Jeffco Transition Services and Project Search students in Infinite Campus to include daily attendance. Create, close and process ESS Special Education/Preschool classes and Schoology trainings throughout the school year.
Prepare and communicate monthly Special Education Newsletter.
Coordinate with Directors and Assistant Directors to design and disseminate timely communication to appropriate audiences via email and School Messenger.
Maintain spreadsheet information pertaining to Special Education staff and Paraeducator database with new hire and termination information.
Serve as a backup for other administrative and secretarial duties in the Special Education departments.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND TRAINING: High school diploma/GED required, plus technical courses in secretarial, business, accounting, office management, and computers.
EXPERIENCE: Three plus years of experience in business management, direct support of Executive Director/Director level preferred, and knowledge of District policies. Ability to proficiently manage and carry out duties and responsibilities including managing independent projects. Have effectively cross trained (and routinely initiate practice sessions) with other Directors' technicians.
SKILLS, KNOWLEDGE, & EQUIPMENT: Requires excellent oral and written communication as well as organizational and office management skills. Ability to problem solve; use good judgment and diplomacy; and to work effectively under pressure with a high level of confidentiality and flexibility. In-depth knowledge of District policies and procedures and organizational structure. Experience in Google application, Microsoft Office (Word and Excel), and Outlook Client. Working knowledge of accounting procedures. Ability to handle multiple tasks and deadlines. Ability to maintain confidentiality in all aspects of the job and to take necessary training to maintain skill level. Proficiency of PeopleSoft Financial and Human Resources systems.
CERTIFICATES, LICENSES, & REGISTRATIONS: None required.
SUPERVISION/TECHNICAL RESPONSIBILITY: This position has no supervisory responsibilities.
CONTACTS: Daily contact with persons within/outside department/building, administrators, secretaries, schools, parents, and District advisory committees to maintain relationships; the general public to furnish/obtain information, resolve problems and maintain relationships. Contacts regard routine matters that are somewhat sensitive involving problems and confidential information or data.
SAFETY TO SELF AND OTHERS: Medium or high exposure to self to repetitive motion injuries due to key boarding. Low exposure to self to cuts and bruises due to typical office accidents.
The physical demands, work environment characteristics, and mental functions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, and feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit.
The employee is occasionally required to climb or balance and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT: The noise level in the work environment is usually moderate.
MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to communicate and use interpersonal skills. The employee is frequently required to analyze, coordinate, compile, evaluate, synthesize, and negotiate. The employee is occasionally required to instruct.
JUDGMENT AND DECISION MAKING: Work is self-directed in collaboration with the Directors and Assistant Directors. Requires a high level of independent judgment, quick decision-making, and analytical skills to determine process and operational steps necessary to properly handle inquiries and perform daily tasks within professional standards. Decision-making is guided by Lead Technician, Special Education, District department/division and/or school policies and procedures, as well as state and federal laws. Assure confidential information regarding students and staff is not disseminated inappropriately. Decision-making requires daily collaboration with Special Education Administrators, staff members, state/private agencies and parents. Errors in decision making could lead to loss of confidence in/or impact the credibility of the department and/or the District. Supervisor is involved only in major decisions.
DIVERSITY OF DUTIES: This position will cross over the District regarding pertinent information relating to Special Education. Position requires tact and diplomacy to maintain relationships, resolve problems, and negotiate matters often involving high confidentiality in a timely manner. Technical skills will require cross training.