Office Assistant, Regional Day School Program for the Deaf (RDSPD)

Classification: Support Staff

Exemption Status/Test: Non-exempt

Job Grade: 3

Department: Special Education

Reports To: Department Director

Job Goal:

Provide secretarial assistance for an orderly, efficient, and professional office

atmosphere in support of the ESC's goals and objectives as well as to provide secretarial assistance to the Assistant Director of Special Education and Regional Coordinators for the Region 4 RDSPD.

Qualifications:

Education:

High school diploma or GED

Experience:

Two or more years of experience as a secretary

Special Knowledge and Skills:

• Basic proficiency in the use of software related to office operations
• Basic proficiency in budgeting as it relates to educational programming
• Strong organizational, interpersonal and communication skills
• Ability to handle and prioritize multiple tasks
• Ability to exercise initiative, make decisions and maintain confidentiality
• Ability to create reports using tables and graphs

Major Responsibilities:

Support for the Region 4 RDSPD

• Maintain files for fiscal records, policies, procedures, and all RDSPD operations.
• Work collaboratively with the Region 4 Business Services to maintain books for federal/state funding sources and local funds and reconcile RDSPD funds with computer printout.
• Prepare varied typing tasks in the preparation of forms, curriculum documents, guidelines, and procedures.
• Order, receive and inventory all RDSPD consumable supplies, teaching supplies, textbook orders, and equipment.
• Prepare work orders, purchase orders, and billing for purchases and contracted services.
• Review and process payments related to interpreter and captioning services provided in RDSPD member school districts.
• Register and reimburse RDSPD staff for workshop fees, mileage, food and hotel for workshops and conferences.

Department Support

• Collaborate with the department secretary to set timelines and prioritize assignments.
• Identify and implement initiatives to improve the efficiency of the department's clerical workflow.
• Support the department in maintaining an effective and professional office environment.

Department Responsibilities

• Create and proofread service agreements and accompanying file for ISO forms and accuracy before submitting documents for approval.
• Receive, review and submit requests from Assistant Director and Regional Coordinators requiring approval, such as and not exclusive to professional development session handouts, printing requests, request for leave, time and effort, and technical assistance.
• Assist Assistant Director and Regional Coordinators with workshops by preparing materials, ensuring correct room arrangements, managing registration and post workshop clean-up.
• Answer phone calls from customers regarding services and workshops and relay information to the RDSPD team as necessary.
• Assist with travel arrangements.
• Inventory and order supplies for Region 4 RDSPD team's use.
• Verify all requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills have been assigned to the correct budgets and that all necessary paperwork for payment has been included for processing.
• Provide technical assistance and services as specified by any applicable federal grant that funds this position.

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; may travel by car within Region 4; work with frequent interruptions; maintain emotional control under pressure.