Job Description

Administrative Secretary - Special Education

Lane 13 Contract and Benefits

250 Day Contract

Hours a day: 8

Hourly rate: $24.57 - $27.60 Depending on experience and qualifications

Contact Information:

• Name: Matt Killpack
• Phone: (385) 579-6360
• Email: mkillpack@alpinedistrict.org

The job of Administrative Secretary-Spec Ed/Spec Schools 1 is done for the purpose/s of providing complex and confidential administrative and secretarial support to assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities such as managing invoices, payments, supplies ordering, and reports on financial and accounting.

Essential Functions

• Collects payments for a variety of events (e.g. creating receipts, tuition, reimbursements, etc.) for the purpose of completing transactions and securing funds.
• Compiles data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Coordinates projects, functions and program components (e.g. meetings, in-service events, travel and accommodations, special events, school student awards, etc.) for the purpose of completing activities, providing historical documentation, and delivering services in a timely fashion.
• Maintains a variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, student , state, and federal reports, etc.) for the purpose of providing up-todate information and historical reference for audit, in accordance with established administrative guidelines and legal requirements.
• Monitors activities, on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, student aides assignments, student mobility, etc.) for the purpose of achieving goals, maintaining safety, and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office (e.g. petty cash funds, local store sales and inventory assessment, prints purchase card statements, gathers receipts, enters charges in ALIB, checks our Pcards, enters charges, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs payroll for all classified employees, enters leave for contracted employees and makes timecards (e.g. enters time off requests, assigns subs, verifies sub time, etc.) for the purpose of ensuring accurate records and processes are done following district and state protocols.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic, grant and ad-hoc reports, custodial processes, operational procedures, manuals, etc.) for the purpose of documenting activities and processes; providing written reference, and conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, hiring processes, etc.) for the purpose of orienting new personnel and disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. student registrations, student drops, student attendance, time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required inventory.
• Provides medication to students while maintaining logs and authorizations for the purpose of timely and accurate dispensing of medications to students.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned Administrator in his/her absence for the purpose of conveying and/or gathering information required for his/her job responsibilities.
• Researches a variety of topics (e.g. current practices, policies, education codes, grants, etc.) for the purpose of providing information and recommendations that address a variety of administrative requirements.
• Responds to a variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.