Administratiye Assistant-Special Services/Alternative School/Attendance at Central Office

Poplarville School District Administrative Assistant-Special Services/Alternative School/Attendance Job Description Mission Statement: The mission of the Poplarville School District is to serve all students by providing a high-quality education in a safe learning environment. Title: Special Services Administrative Assistant/ Bookkeeper Qualifications: High School Diploma Special Education work experience preferred Computer knowledge preferred Financial work experience preferred Excellent communication skills Reports to: Director of Special Services Job Goal: To assist administrative supervisor with paperwork, public relations and routine tasks for the Special Services Department in order to ensure accuracy, consistency and continuity.

Essential Functions

Assists in the identification of children with disabilities ages birth through twenty-one (21) who may be in need of a free, appropriate public education. Assists with general copying of materials for special services personnel. Places/receives telephone calls in a courteous manner and transfers them to the appropriate person or records messages as needed.

Sends student records to schools of transferring students and requests records of students moving into the district. Assists Director of Special Services in collaborating with school site personnel (i.e., principals, teachers, staff). Obtains, gathers and organizes pertinent data as needed by the Director of Special Services.

Maintains a regular filing system and processes incoming correspondence as instructed. Collects and maintains student information in SAMS and MSIS concerning special education students. Collects and maintains personnel information in MSIS concerning special services. Assists special services teachers with the management of information in SEAS and responds to questions that may arise including any technical issues related to the program.

Scans, maintains and monitors all student data in an electronic filing system. Assists with the development and design of departmental forms in an efficient, organized manner. Maintains strict confidentiality regarding all information in the special services office. Collects and compiles information based on the data required for the State Performance Plan/Annual Performance Report (SPP/APR).

Works with school MSIS personnel on student schedules for Least Restrictive Environment (LRE) and teacher schedules for correct placement and minutes. Receives visitors and screens unexpected callers. Accepts and performs clerical, office and educational assignments as deemed appropriate by the Director of Special Services.

Works cooperatively with central office staff and school personnel to to provide assistance as needed. Works with Director of Special Services and central office personnel relative to budget preparation, purchase orders, amendments and accounts payable. Orders and maintains supplies/equipment for the special services Office.

Prepares special education budget information for funds as required by the director of special services. Monitors all funding sources related to special services (i.e., Gifted, IDEA Part B and Preschool). Completes information for State Department of Education reports as directed by the Director of Special Services. Prepares and maintains special transportation contracts for parents of students with disabilities.

Reviews and processes paperwork related to staff travel. Composes, types, proofreads, prepares and distributes correspondence, reports, and memorandums as directed by the Director of Special Services. Works with district personnel to maintain fixed assets and equipment for the special services office. Maintains a daily itinerary of office personnel, maintains a schedule of appointments, and makes arrangements for conferences and interviews.

Obtains quotes/bids for large purchases. Keeps an accurate record of contractual services rendered, including Payroll and timesheets. Sorts and distributes mail and other documents. Central office (CO) duties include: Answer the CO phone and front office door Receive and distribute mail Receive 5-10 Unexcused absence letters from the schools Email 5-10 Unexcused absence letters to (MDE Attendance Officer) Notify CO attendance officer of students with 10 and over unexcused absences Receipt money that comes into central office Alternative School records and secretarial duties Fixed asset responsibilities include: Enter new assets in integrity Enter transfers (school to school) Run reports for audits and make corrections (twice per year) Help perform Fixed Asset audit at the schools (one per year) Additional Responsibilities: Any other duties as directed by the Director of Special Services or Superintendent Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.

Job Specifics for POSITION HERE Office/Room Location: Poplarville School District Central Office Scope of Work: To support the Mission and Beliefs of the District when carrying out duties and responsibilities as assigned. Smartphone: Payscale: 12-month with salary in accordance to salary schedule as approved by the Board of Trustees.

FLSA: Yes / No ADA Checklist for POSITION HERE

1. The general physical requirements of this position. (Please mark only one) ___ A. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. ___ B. Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work. ___ C. Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. ___ D. Heavy work. Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. ___ E. Very heavy work. Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.
2. The physical activity of this position. (Please mark all that apply) ___ A. Climbing. Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion. ___ B. Balancing. Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. ___ C. Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles. ___ D. Kneeling. Bending legs at knee to come to a rest on knee or knees. ___ E. Crouching. Bending the body downward and forward by bending leg and spine. ___ F. Crawling. Moving about on hands and knees or hands and feet. ___ G. Reaching. Extending hand(s) and arm(s) in any direction. ___ H. Standing. Particularly for sustained periods of time. ___ I. Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. ___ J. Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. ___ K. Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion. ___ L. Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. ___ M. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. ___ N. Grasping. Applying pressure to an object with the fingers and palm. ___ O. Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. ___ P. Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. ___ Q. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound. ___ R. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
3. The visual acuity requirements including color, depth perception, and field vision. (Please mark only one) ___ A. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. ___ B. The worker is required to have visual acuity to perform an activity such as: operates machines, such as lathes, drill presses, power saws, and mills where the seeing job is at or within arm's reach; performs mechanical or skilled trades tasks of a non-repetitive nature, such as carpenter, technicians, service people, plumbers, painters, mechanics, etc. ___ C. The worker is required to have visual acuity to operate motor vehicles and/or heavy equipment. ___ D. The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.).
4. The conditions the worker will be subject to in this position. (Please check all that apply) ___ A. The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes. ___ B. The worker is subject to outside environmental conditions. No effective protection from the weather. ___ C. The worker is subject to both environmental conditions. Activities occur inside and outside. ___ D. The worker is subject to extreme cold. Temperatures typically below 32 degrees for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity. ___ E. The worker is subject to extreme heat. Temperatures above 100 degrees for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity. ___ F. The worker is subject to noise. There is sufficient noise to cause the worker to shout in order to be heard above ambient noise level. ___ G. The worker is subject to vibration. Exposure to oscillating movements of the extremities or whole body. ___ H. The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals. ___ I. The worker is subject to atmospheric conditions. One or more of the following conditions that affect the respiratory system of the skin: fumes, odors, dust, mists, gases, or poor ventilation. ___ J. The worker is frequently in close quarters, crawl spaces, shafts, manholes, small enclosed rooms, small sewage and line pipes, and other areas that could cause claustrophobia. ___ K. The worker is required to function in narrow aisles or passageways. ___ L. None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.) �My signature on this document affirms that I have been provided with a copy of this document and that I understand the general physical requirements for this position. _________________________________ (Printed Name) _________________________________ (Signature) _________________________________ (Date) Poplarville Separate School District is an Equal Opportunity Employer. Poplarville Separate School District ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Poplarville Separate School District has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources.