Administrative Assistant - Department of Language Acquisition , 8 hours, 242-day calendar

POSITION TITLE:   Administrative Assistant for the Department of Language Acquisition

DEPARTMENT/LOCATION:  ELL / Instructional Resource Center (IRC)

STATUS:   Classified – Non-Exempt, Full Time

HOURS OF WORK: 8 hours a day / 242-day calendar 12-month position

POSITION SUMMARY:  

This position is responsible for providing a wide variety of complex and confidential data management in addition to secretarial support for the department of language acquisition.  Additionally, this position is expected to communicate information on behalf of and act as a liaison for the assigned Administrators to/with school district staff, other school districts, public agencies, the public community, etc.  This position is part of the language acquisition team and reports to the Director of Language Acquisition.  

PRIMARY DUTIES/RESPONSIBILITIES: 

• Prepares reports and information by compiling and organizing data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, student information system, internet research, etc.).

• Maintains ELL building rosters, teacher caseloads, and enrollment records for ELL students in the district.  

• Assists schools with the identification, assessment, and enrollment of district ELL students. 

• Serves as administrative assistant to the Director of Language Acquisition.

• Assists with state and federal ELL reporting, assessments, and yearly auditing

• Coordinates a variety of projects, functions and/or program components for the departments of ELL and World Language.

• Assists high schools with managing records for the Seal of Biliteracy designation from KSDE.

• Schedules activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for administrators.

• Maintains manuals and electronic document files and records (e.g. budget data, employee records, financial records, reports, etc.) in accordance with established administrative guidelines and legal requirements.

• Participates in meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

• Prepares reports, documents, and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, work orders, travel reimbursements, manuals, etc.).

• Procures supplies and materials and reconciles account balances for assigned budget categories. 

• Responds to inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitate communication and/or providing direction.

• Positively represents the district with clear written and oral communication. 

• Learns and processes new technology to monitor student progress, further district capabilities, and improve on efficiencies.   

• Performs other duties as assigned.

Education and Experience Requirements: 

• 3-5 years of previous secretarial experience required

• Bachelor’s degree preferred

• Experience with basic accounting and bookkeeping principles

• Experience working in a setting involving ELL services preferred 

• Advanced proficiency with Microsoft Excel preferred (etc. Pivot tables, VLOOKUP, Macros)

Required Knowledge, Skills and Abilities: 

• Excellent verbal, written and listening communication skills

• Display high degree of customer service and interpersonal aptitude

• Ability to organize and adapt to changing priorities 

• Ability to work with frequent interruptions

• High degree of motivation, responsibility, and confidentiality

• Ability to communicate with diverse groups

• Ability in compiling and organizing data

• Ability to problem solve to analyze issues and create solutions

• Ability to work under limited supervision

• Highly collaborative team player

• Proficiency with Microsoft Office (Word, Excel, Outlook, etc.)

PHYSICAL REQUIREMENTS: 

This position requires the performance of 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. The position typically involves 80% sitting, 10% walking, and 10% standing. The position requires visual acuity as well as frequent hearing and talking and some crouching, grasping, kneeling, lifting, pulling, pushing, stooping, and significant fine finger dexterity.  This position is performed in an indoor and generally hazard free environment.

IMPORTANT EMPLOYMENT STATEMENTS

The statements above are intended to describe the general nature of the work being performed and are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.  This document describes the position currently available.  The district reserves the right to modify job duties or job descriptions at any time.

The Olathe Public Schools prohibit discrimination on the basis of race, color, ethnicity, national origin, sex, disability, age, religion, sexual orientation or gender identity in its programs, activities or employment as required by applicable federal and state laws.

CLEARANCES REQUIRED:  Background Clearance, TB Test/Physical