Primary Purpose:

Under moderate supervision organize and manage the routine work activities of High Plains Shared Service Arrangement (HPSSA) and provide clerical support to special education director, SSA superintendents, and other staff members. This position is for 235 days.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

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

Ability to use software to develop spreadsheets and databases and do word processing

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

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Experience:

5 years secretarial experience, public education experience preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

Prepares all packets for use by staff such as: Referral Packets, Homebound Packets, Temporary Placement Packets, PPCD Packets, and Psychological Packets.
Send out notices for all 3 year re-evaluations for 7 diagnosticians and 6 speech therapists.
Do folder work for all diagnosticians and speech therapists. Including checking files for completed paperwork in student folders, photocopying blank forms, etc.
Process eligibility folders for the 9 districts.
Catalog all special education resources, such as test kits and computer resources.
Check and process all Medicaid paperwork for all staff.
Create and maintain necessary special education forms in Microsoft Word and post to website.
Prepare correspondence, forms, reports, manuals, and presentations for the director and other department staff members.
Compile, maintain, and file all reports, records, and other documents as required.

Accounting

Keep accurate records for Medicaid monies received and disbursed to the 9 school districts. Distribute monthly listing of Medicaid students to HAC SSA staff and other billing entities.
Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
Order and maintain inventory of office supplies and program equipment.
Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

Assist with office procedures as assigned.
Copy information needed for distribution to schools and parents.
Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
Maintain a schedule of appointments and make travel arrangements for department staff.
Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
Receive, sort, and distribute mail and other documents to department staff.
Maintain confidentiality of information.
Follow district safety protocols and emergency procedures.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including 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; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Administrative Assistant to High Plains Shared Service Arrangement