SPED Administrative Support

The Administrative Support position is a full time, non-exempt position. Employees in this position follow the Year Round Work Calendar, as determined annually. The expected work week is 40 hours, from Monday - Friday. Full or part time positions may also be available.

This job description may not be inclusive of all assigned duties, responsibilities or aspects of the job described and may be amended at any time at the discretion of HOPE’s management.

SUMMARY:

The Administrative Support position will provide support to ensure quality departmental operations and compliance with regulations and policies/procedures. This position will primarily support the Personalized Learning department and provide back-up administrative support to the HOPE office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Priority Area: Provide administrative support to ensure quality departmental operations and compliance with regulations and policies/procedures.

80%

Duties and Responsibilities

? Performs data entry for the department, understands the procedures necessary to produce, store and retrieve computer data; keeps stored computer information up to date. Archive data and prepare for next school year.

? Manages data and organizes information from multiple sources into spreadsheet databases ? Keeps SPED records and files up to date and organized both electronically and physical

? Schedules and plans staff and other meetings for the department, may attend and take minutes and notes and disseminate information.

? Maintains the SPED Master Calendar, makes appointments, schedules meetings and conferences.

? Monitors ELL tracking for ELDP completion, spot checks for compliance, uploads EL plans into Infinite Campus and into student cumulative files.

? Manages ELD redesignation paperwork, files and uploads to student information systems.

? Maintains confidentiality with respect to student records.

? Prepares correspondence and reports with attention to detail, including grammar and punctuation.

? Responds to inquiries by answering telephone, email and written correspondence.

? Opens and routes incoming mail; prepares outgoing mail, and oversees large mailings for the Personalized Learning department; monitors and routes incoming faxes.

? Effectively operates all office machines and equipment including but not limited to computers, printers, copiers, fax machine, postage meter, and calculator.

? Supports HOPE Leadership and the Coordinator of Personalized Learning in other tasks as requested

Evidence of Success

1. Personalized Learning department staff feel supported by evidence in employee surveys.
2. Student information and files are up-to-date and organized

Priority Area: Lead by exemplifying professionalism and commitment to community

20%

Duties and Responsibilities

? Adjusts practice and prioritization of other tasks based on the needs of the department and HOPE.

? Sets personal goals related to job outcomes and seeks opportunities to improve through professional development and reflection.

? Develops and maintains good working relationships with Learning Centers, Directors, Mentors, students and HOPE staff.

? Provide back-up administrative support to the HOPE office.

? Assists with special projects as needed.

? Performs related duties and responsibilities as requested and other duties as assigned.

Evidence of Success

? Meets personal and department goals.

EDUCATION, LICENSURE AND RELATED WORK EXPERIENCE:

Required

? Associate’s degree in a related field or equivalent experience

? 3 years’ experience in a detail-oriented administrative position

? 2 year’s customer service experience

SKILLS, KNOWLEDGE, AND ABILITIES:

Required

? Commitment to social justice and equitable education for all and support of community based learning

? Cultural proficiency and interpersonal/relationship building skills

? Fluency and literacy in English, excellent oral and written communication

? Ability to effectively use computer software including but not limited to Microsoft Office, including, but not limited to, Word, Excel, online curriculum, Student Information and learning management systems

? Familiarity with Google Docs, Drive and Gmail, Google Calendar and scheduling

? Ability to maintain confidentiality

? Prioritization skills and an attention to detail

? Friendly presence and helpful attitude; good communication and interpersonal skills and ability to work well with a diverse clientele.

? Ability to handle constantly changing flow of traffic; remain productive during slow times, be able to

multitask effectively during busy times, exercise patience and professionalism during stressful situations. Ability to multitask, take initiative and be a team player

? Ability to work responsibly with or without direct supervision.

Preferred

? Oral and written fluency in Spanish

? Advanced technology skills

REPORTING RELATIONSHIP:

The Administrative Support position reports to and is evaluated by the Special Education Coordinator and does not supervise any HOPE or Learning Center employees.

PHYSICAL AND MENTAL FUNCTIONING REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to:

? Compare, analyze, communicate, instruct, synthesize, evaluate, use interpersonal skills, compile and negotiate

? Communicate effectively using speech and hearing

? Use near vision to see details at close range (within a few feet of the observer) as required for computer use, reading and instruction

? Use hands for extended periods of time at a keyboard or workstation

? Operate office machines and computer equipment

? Be subject to standing, walking, sitting, bending, reaching, kneeling, climbing, balancing, stooping, pushing and pulling