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Administrative Assistant to the Special Education Director
Purpose of Position
To provide administrative support to the department by performing a wide variety of complex clerical and administrative duties, often of a confidential nature.To assure the smooth and efficient operation of the department and to continuously improve efficiency and accuracy in the performance of job responsibilities.

Essential Duties and Responsibilities:
  • Performs administrative duties to support the development, implementation and coordination of the work and activities that support the responsibilities and operation of the department/office.
  • Performs general office duties including but not limited to answering phones and directing calls, responding to or redirecting emails. Composing, preparing, typing and maintaining forms, reports correspondence, and memos. Interacts with others in a positive and professional manner. Is discrete, diplomatic and active, and listens attentively.
  • Submit board Items to include new hires/transfers/stipends/supplemental payments.
  • Ordering for Special Ed - Requisition to Purchase Order to Invoicing, receive, verify/disseminate materials, resolve lost or backordered materials.
  • Maintain Contracts & Billing for Independent Contracted Services, Vendors, and Tuition. Code, copy, submit, log and file. 
  • Budget - Assist Director with yearly budget prep, track expenses for IDEA, ACCESS, ACT 16, DBB,  General Fund Budget - Complete/submit transfer fund sheets, assist with grant reconciliation, assist with teacher orders
  • Assist Director with Due Process preparation, and completes the tracking and handling of correspondence associated with Due Process.
  • Special Transportation (District and IU) - compile info, cross reference IEPs, check on equipment needed, logs.
  • Support Special Ed. Supervisors/Related Service Providers with Conference Requests - verifying, tracking and the submission of conference and mileage forms
  • Establishes, maintains and oversees filing systems appropriate for office environment and in accordance with standardized records management procedures; retrieves filed documents and materials; maintains classified or confidential materials in accordance with security procedures; transfers and discards files in accordance with established business procedures and schedules.
  • Maintains, tracks, logs and corresponds for all Record Requests (Fax, Mail & Email - incoming from outside districts and outgoing from our district) 
  • Monitor enrollment of kindergarten students who fall under “Child Find” obligations, but have not yet registered with the district including supporting Pre-School students (meetings with IU, paperwork, etc.)
  • Contact psychologists/speech pathologists with requests made by parents, teachers, principals made by either phone or mail through email.
  • Maintain Paraprofessionals HQT status, keep log of each Paras hours, provide information to staff
  • Uses computer/technology skills in performance of duties, such as use of the Internet, accessing databases, spreadsheet design, desktop publishing and creation of forms. Updates skills to ensure ability to use technology and implement new practices and procedures as they are developed.
  • Abides by federal, state and local school laws and regulations, mandated programs, district policies and administrative regulations and applicable collective bargaining agreements with district employees. Maintains confidentiality with all District and School Board information, including District and school population information.
Position: Administrative Assistant to the Special Education Director
Organization: Harrisburg School District
Location: Harrisburg,  PA 
United States
Salary: $34,708 -$48,591
Posting Start Date: 4/27/2021
Date Posted: 4/27/2021
Requirements Reports To:      Director of Special Education
Salary in accordance with the Act 93 agreement

Minimum Training and Experience Required to Perform Essential Job Functions
  • High School Diploma (required) and an Associate's Degree in a related field is preferred;
  • Experience - minimum 3-5 years preferred; and proven knowledge of administrative/executive secretary duties and responsibilities
  • Ability to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.
  • Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.
  • Ability to establish and maintain productive working relationships with staff, business associates, and general community.
  • Ability to work on multiple tasks and prioritize appropriately.
  • Ability to concentrate on the accuracy of detailed information, meet deadlines, multi-task, and work under pressure.
  • Excellent communication skills and mathematical skills.
  • Ability to manage information in Microsoft software and Google applications.
  • Ability to exercise judgment for when to act independently and when to refer situations to a supervisor.
  • Ability to work flexible hours and schedules. 
  • Salary Range: $34,708 - 48,591

Status: This listing expires on: 6/26/2021
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Organization Information
Harrisburg School District
1601 State Street

Harrisburg,  PA 17103
United States
Vina Milligan