Administrative Assistant for Director of Special Services and Federal Programs
Norman Public Schools
Administrative Assistant to the Director of Special Services Job Description
Job Title: Secretary to the Director of Special Services
Credentials: None required for this position.
Education: High school diploma or GED, college hours preferred
Training or experience required: 3-5 years of successful employment as a secretary or administrative assistant with school district experience, preferred. Must have strong computer experience with Microsoft Word and Excel. Knowledge of PowerPoint, Publisher, Google Suite, and other software knowledge desirable.
Site: Special Services
Reports to: Director of Special Services
Contract: 260 days
Salary Schedule: Secretary 1
FLSA Classification: Non-exempt
Essential Job Functions:
Must be able to type from rough draft with frequent use of graphics for agendas, memo meeting reminders and in-service materials. May compose letters.
Compile and assist with preparing and mailing/distributing memos, correspondence documents, reports and communications. Prepare agendas, minutes, etc. for administrator. Organize and maintain various files including confidential files.
Schedule meetings and make sure all information and arrangements are made and may help with setup of food, and room. May be required to make travel arrangements as needed.
Receive telephone calls, take and receive messages, record parent concerns and provide other assistance as needed.
Work with Personnel to facilitate and maintain records of Tier 2 Certification for paraprofessionals assigned to Special Services, facilitate scheduling and communication for parapro testing and required training.
Complete purchase and warehouse requisitions; complete blanket purchases, requisitions, and claim forms for Special Education and select Federal Program allocations.
Perform other secretarial/clerical duties as assigned such as handling reception duties; assisting with switchboard when necessary; filing catalogs and other pieces of correspondence; assisting other secretaries; assisting with in-service set-up; calling in reminders for advisory board meetings, etc.
Perform other duties as assigned.
Knowledge, Skills, & Abilities:
Successful performance of the job requires good customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accident or injury to staff or to students. It requires following school dress standards, proper attendance or leave policies, and other work-habits concerns for staff. Creativity, initiative and effective problem solving are critical to the success of the position.Help manage the computerization of school district operations. Provide training and support to district staff in the use of administrative computer systems. Perform such tasks to the ultimate benefit of the educational program. An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.