Student Services Administrative Assistant

1 week ago

Asheville, United States Public School of North Carolina Full time

STUDENT SERVICES ADMINISTRATIVE SPECIALIST

GENERAL STATEMENT OF JOB

Responsible for identifying operational gaps in the Student Services Department and sub departments. Coordinates closely with all members of the Student Services team and provides administrative support to the department. Reports to the Executive Director of Student Services.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

1. Research, recommend, implement, and maintain educational software platforms

(comparable to PowerSchool).

2. Assists with identifying training for Student Services staff and organizes registration

and training logistics.

3. Visits alternative programs weekly to provide necessary support.

4. Participates in regular departmental meetings with the director and core student

support team.

5. Identifies deficiencies in services for Student Services and the alternative program

and assists the director in filling those gaps.

6. Support the alternative program with identifying and organizing field trips,

extracurricular activities, participation in sports programs, etc.

7. Participates in and organizes hearings.

8. Coordinates discipline meetings and logistics relating to disciplinary actions.

9. Collaborates with mental and behavioral health teams to support students and their

families.

10. Collaborates with counselors and student families regarding student 504s.

11. Works collaboratively with all members of the student support team.

12. Updates the Student Services website.

13. Sets up meetings and conferences between the administrator and school system

personnel, outside agencies and the general public.

14. Uses general office machines such as copiers, calculators, etc.

15. Serves as personal and confidential secretary to the administrator. 16. Responds to complaints and requests for information.

17. Refers others to appropriate school system personnel.

18. Updates a variety of information using a computer database.

19. Maintains accurate financial records of all individual school accounts in compliance

with NC General Statute 115C-488, in relation to line item expenditures versus budget and other financial duties that may be assigned by the supervisor.

20. Maintains files as required by the department.

21. Responsible for all other related tasks and duties as assigned by the supervisor.

ADDITIONAL JOB FUNCTIONS

1. Assists in a variety of department operations, performs special projects and

assignments as requested; and prepares reports.

2. Gathers, assembles and summarizes data and information.

3. Participates in the duties related to the administration of an office.

4. Proofreads documents generated by the department.

5. Opens, sorts, and distributes incoming mail.

6. Recommends improvements in, procedures and use of equipment and forms. 7. Suggests procedures for improved office efficiency.

8. Responds to general inquiries or requests.

9. Sets up meetings and hearings for long-term suspension and magnet school

reassignments.

10. Prepares purchase orders, invoices for payment for Student Services sub

departments including but not limited to the, Counseling, Social Work, Mental Health and Behavioral Health, Education and Career Academy.

11. Schedule Professional Development opportunities for the Student Services

Department

KNOWLEDGE, SKILLS AND ABILITIES

1. Ability to communicate effectively orally and in writing.

2. Ability to reason, make judgments and maintain effective working relationship with

others in exercising discretion and action in the performance of assigned work

3. Maintains confidentiality in matters relating to the school.

4. Skills of keyboarding with accuracy at the speed necessary for the position.

5. Skills in operating a computer with word processing and spreadsheet applications. 6. Bookkeeping skills.

7. Considerable knowledge of office practices and procedures.

8. Ability to compile and summarize information.

9. Ability to reconcile divergent information.

10. Ability to resolve problem situations with sound judgment.

11. Considerable ability to communicate effectively, both orally and in writing.

12. Ability to demonstrate proper telephone etiquette.

13. Ability to maintain confidentiality.

14. Prepare invoices for payment through the business office.

15. Maintain department budget for Student Services Department.

16. Coordinate contracts, travel arrangements, etc. for staff development activities.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to a degree in social work, or

education; or an equivalent combination of training and experience which provides the required knowledge, skills and abilities.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to sit, stand, walk and drive a car. Must be able to lift mail and boxes up to 10 lbs. Must be able to sit at a computer for extended periods of time. Physical demand requirements are for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Manual Dexterity: Requires the ability to handle a variety of items such as janitorial equipment. Must have minimal levels of eye/hand/foot coordination.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Physical Communications: Requires the ability to see, talk and hear.

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