Administrative Assistant - Special Services

Job | Posted 19 days ago
Start Date
Position Areas
Non-Instructional Support



JOB TITLE:                       Administrative Assistant - Special Services

DEPARTMENT:                 Teaching and Learning

REPORTS TO:                  Director of Special Services

FLSA STATUS:                 Non-exempt

CONTRACT STATUS:      Full-time / 12-months

SALARY SCHEDULE:     Payroll/HR/Finance/12-month Specialist

APPROVED BY:              Charlene Duncan

APPROVED DATE:          1/18/2024

SUMMARY: Provides secretarial support to the Director of Special Services and assists in a variety of tasks to enhance the smooth and efficient operation of the Office of Special Services.


ESSENTIAL FUNCTIONS: these statements are intended to describe the responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.

  1. Greets and assists with a variety of tasks in order to maintain a welcoming and efficient environment.

  2. Demonstrates telephone etiquette by handling incoming calls with courtesy providing comprehensive and efficient responses to routine inquiries in a clear and informative manner.

  3. Serves as a positive public relations advocate for the school district, including the dissemination of professional development information.

  4. Reconciles federal budgets to ensure compliance with regulations.

  5. Handles the end-to-end process of filing federal claims, including documentation and adherence to deadlines.

  6. Obtains quotes for required goods and services, ensuring cost-effectiveness.

  7. Prepares requisitions and efficiently places orders for necessary supplies and materials.

  8. Utilizes and maintains proficiency in the district Student Information System (SIS).

  9. Utilizes district special education software to extract and input data accurately, ensuring the integrity and confidentiality of student records.

  10. Assists in gathering and confirming information related to yearly special education child count, ensuring accuracy in reporting.

  11. Maintains record-keeping of Memorandums of Understanding (MOU), contracts, and school board items, ensuring accuracy and organization; preparing pertinent documents for timely submission.

  12. Utilizes spreadsheets to create, organize, and manage data efficiently, while also providing assistance in the preparation and dissemination of reports.

  13. Assists with special projects.

  14. All other duties as assigned by the administrator.  




QUALIFICATION:  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.



  1. High School Diploma or equivalent

  2. One (1) year of experience in a closely related field preferred


KNOWLEDGE/SKILLS/ABILITIES:  Strong organizational skills with the ability to handle multiple tasks efficiently. Computer literate.  Ability to follow all district policies and procedures.  Ability to work independently, displaying initiative and enthusiasm for the tasks being done.  Demonstrating strong communication skills, orally and in writing, with faculty, staff, team members, and administrators.  Ability to work without supervision, and work as a team player.  Ability to document records accurately.  Ability to manage confidential information in a manner that respects students, families, and employees.  Ability to listen effectively. Ability to perform duties with awareness of district requirements and Board of Education policies.


LANGUAGE SKILLS:  Ability to speak clearly in a well-modulated voice with good diction.  Ability to read, write, and interpret the English language in a variety of forms, including procedure manuals and school law books.  Ability to communicate clearly and concisely, both orally and in writing. 


MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.


REASONING ABILITY:  Ability to apply practical reasoning to effectively execute instructions provided in written, oral, or diagrammatic formats. Adept at addressing challenges that encompass multiple concrete variables within standardized scenarios. Possesses the capability to define complex problems, gather relevant data, establish factual information, and draw sound, valid conclusions.


COMPUTER SKILLS:  Ability to create, edit, and share digitally in both Microsoft Office and Google environments. Ability to fully understand and maximize capacity of district accounting software and to assist other district staff in doing so.


LICENSES and REGISTRATIONS:  Current driver’s license in good standing.


PHYSICAL DEMANDS:  The physical demands 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.


While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to sit for long periods of time, stand, and walk. The employee frequently engages in manual tasks, utilizing hands and fingers to repeat specific motions, such as word processing, operating the student information system, and navigating special education software. The employee is required to lift up to 10 pounds frequently and up to 25 pounds occasionally.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


While performing the duties of this job, the employee’s work area will be inside.  The noise level in the work environment is usually quiet to moderate.  Walking traffic of employees and visitors through the work area is frequent and normal.


Posted By

Owasso Public Schools

1501 North Ash , Owasso, OK 74055

At the following locations

Education Service Center

1501 N. Ash , Owasso, OK 74055