Work Schedule:  8.00 hours per day (7:30 a.m. - 4:30 p.m.) – 195 days per year (Monday-Friday)

Reports To: Executive Director of Special Education

Salary: Per Public School Employees negotiated salary schedule – Level 1 at http://www.msd25.org/employee-groups 

PSE TRANSFER REQUESTS WILL BE CONSIDERED FOR THIS POSITION PRIOR TO SCREENING ANY OUT-OF-DISTRICT APPLICANTS.

Account Code:  2100-21-3110-0000-2000-0000-0

Job Summary: 

The Special Education Records and Support District Assistant is responsible to provide exemplary customer service and consistently project a professional and positive image of the office; greet public; answer phones; assist with general office needs; and perform all duties as requested in a professional, confidential manner. This is a department support position focusing on records and performing a wide range of office tasks (telephone, filing, scheduling, distribution of materials, etc.); communicating with students, parents, staff, community, outside agencies, and/or vendors to meet district needs; processing a variety of district, state, and/or federal documents; and performing database functions.

Minimum Qualifications:

• High School diploma or equivalent
• Previous office experience in a K-12 school setting preferred
• Working knowledge of Microsoft Office Suite; Google Mail, Calendar, and Drive; InTouch; and Skyward preferred
• Experience and/or training with cultural, ethnic, and language diversity preferred
• Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance
• Proof of Immunization (if born 1/1/57 or later)
• I-9 Employment Eligibility in compliance with the Immigrations Reform and Control Act
• Completion of all district-required training within thirty (30) calendar days from hire date

Essential Job Functions

This list of essential job functions is not exhaustive and may be supplemented as necessary. Depending upon individual assignment, the employee may perform all or a combination of several of the following duties:

• Receptionist (greet and direct visitors)
• Answer Multi-Line Telephone, Direct Callers as Appropriate, and Take and Refer Messages
• Respond to Multiple Questions and Requests from Students, Staff, and Parents in a Positive, Professional, and Timely Manner
• Explain Documents, Requirements, and Answer Procedural Inquiries 
• Schedule Translator for Meetings
• Coordinate Transportation Needs of All Special Education Students
• Coordinate with Staff and Outside Agencies/Vendors to Ensure District Needs are Met
• Maintain Up-to-Date Schedules for Itinerant Staff
• Create and Maintain Documents, Forms, Correspondence, or Reports
• Data Entry
• Data Extraction (data mining)
• Student Registration & Withdrawal
• Order Supplies (maintain), Materials, and Repairs as Necessary
• Maintenance, Filing, and Retrieval of a Variety of Files, Logs and Records in an Accurate, Confidential, Highly Organized, and Efficient System
• Attend and/or Schedule Meetings and Trainings
• Assist with Coordination of Building Functions and Activities
• Mail (open-sort-distribute)
• Assist with Processing Travel Reimbursements, Purchase Orders, Invoices, Prior Approvals, Timesheets, etc.
• Maintain Consistent Presence at Assigned Worksite and Regular Work Hours
• Comply with all District Policies and Procedures
• Perform Duties as Requested by Administrator and/or District Specialist

Desired Skills

• Consistently listen, write, and speak in a clear and concise, well-organized manner
• Consistently problem-solve, seek new responsibilities, and multi-task
• Consistently organize tasks and proactively establish workload priorities, following through to completion
• Consistently resolve customer inquiries in a positive and timely manner
• Consistently treat people with respect, dignity, and fairness
• Consistently participate and support team ideas, changes, decisions, and department initiatives and implementations
• Consistently demonstrate technical expertise, good judgment, and practical knowledge of the job
• Consistently produce thorough, accurate work, and meet timelines
• Consistently demonstrate a positive attitude and support others through positive communication
• Consistently offer help when help is needed
• Consistently seek to acquire new skills to demonstrate self-improvement
• Consistently demonstrate a high level of professionalism and confidentiality
• Consistently demonstrates a healthy response to stress, including a good sense of humor, an enthusiasm for the profession, and a genuine love of children

Work Environment: 

The usual and customary methods of performing the job functions require the following physical demands:  occasional lifting, carrying, pushing and/or pulling; some stooping, kneeling, crouching, and/or crawling; fine finger dexterity; work at computer for prolonged periods of time; frequent interruptions; meet deadlines with time constraints; and dealing with distraught and/or angry persons.  Typically the noise level in this work environment is moderate.

Evaluation: 

This position shall be evaluated periodically by the Department Administrator and/or assigns pursuant to the currently established district procedures and evaluation criteria.  The process shall include an evaluation of the performance of the above essential job functions.

Classification History: 

Job description developed February 2019.