Job Category
Paraprofessional
Exemption Status/Test
Non Exempt
Reports To
MTSS Assistant Director
Date Revised
08/09/2021
Department
Special Education/MTSS
Primary Purpose
To assist in the routine work activities of a school district department office and provide clerical and administrative services to the Assistant Director of MTSS and other staff members.
Education Certification

High school diploma or equivalent, from an approved educational institution

CEOP Certification, preferred

Special Knowledge/Skills

Good telephone and public relations skills

Proficient in keyboarding, work processing, file maintenance, and other computer skills

Working knowledge of basic office procedures and the operation of common office equipment/machines

Strong written and oral communication skills, including grammar and spelling

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to apply common sense understanding to carry out written, oral, or diagram instructions

Ability to work with numbers in an accurate and rapid manner

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Strong organizational and interpersonal skills

Detail oriented

Ability to work well with a diverse population

Must possess strong bookkeeping and budget-keeping skills

Working knowledge of Skyward, Kronos, Excel, Word, and PowerPoint, preferred

Experience

Three (3) years successful secretarial experience in public schools

Two (2) years successful secretarial experience in a central office position, preferred

Major Responsibilities and Duties
  • Receive visitors and telephone calls; respond to general inquiries about functions of the department; screen those, which can be handled with Director’s help.
  • Process incoming and outgoing mail.
  • Maintain adequate materials and office supplies for efficient and effective department functions.
  • Utilize office technology (e.g., fax machine, electronic staplers/hole punches, etc.) to complete tasks and maintain operational readiness of equipment.
  • Assist with development of the department office budget and maintain ledger records and other bookkeeping tasks as needed.
  • Prepare and maintain purchase orders, check requests, invoices, reimbursements, etc.
  • Maintain appropriate files and records associated with responsibilities.
  • Maintain director’s calendar, schedule meetings, travel arrangements and prepare materials for meeting as requested.
  • Assist other department professional staff with appointments, scheduling meetings, travel arrangements, material preparations, and other secretarial tasks.
  • Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
  • Plan and implement department-sponsored events.

Professional Effectiveness

  • Maintains confidentiality and integrity of information handled within the office.
  • Articulate support for the mission, philosophy, strategic plan, goals/objectives, policies, and procedures of GISD.
  • Comply with policies established by state and federal law, State Board of Education rule, and local school board policy.
  • Use effective communication skills to present information accurately and clearly.
  • Complete work efficiently, accurately, and promptly.
  • Show initiative in assuming responsibility for routine office functions, duties, and responsibilities.
  • Relate to staff, students, and parents in ways that convey mutual respect, concern, and high expectations.
  • Demonstrate effective organization skills.
  • Accept responsibility for the care and protection of district property.
  • Perform other duties as assigned.

Personal Effectiveness

  • Determine priorities and maintain office controls to ensure timely accomplishment of assigned tasks.
  • Demonstrate professionalism in dealing with students, parents, community members, and colleagues.
  • Exert a positive influence demonstrating a “can do” attitude and fostering a collaborative work environment.
  • Maintain a problem solving mindset, approaching problems with tact, directness, and integrity.
  • Maintain professional behaviors, including appearance, daily attendance, punctual arrival, and order work space.
  • Maintain mental alertness and physical ability to perform job functions.
  • Demonstrate professional development through reading, attending conferences/training, and being involved with related associations and/or organizations.

Supervisory Responsibilities:

  •  None.
Tools/Equipment Used
Standard office equipment including personal computer and peripherals
Posture
Occasional bending/stooping, pushing/pulling, and twisting
Motion
Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting
Occasional light lifting and carrying (less than 15 pounds)
Environment
May work prolonged or irregular hours
Mental Demands
Work with frequent interruptions; coordinate multi-tasks; maintain emotional control under stress; maintain confidentiality as required by FERPA