Job Summary
We're looking for someone who: Works well with the public and provides excellent customer service Has strong problem-solving skills and can take initiative Is self-motivated and willing to learn independently Can quickly learn and navigate multiple computer systems Pays attention to detail and can manage a variety of administrative tasks
Directly apply HERE: https://tricounty607.schoolspring.com?jobid=5882962
Description
The Administrative Assistant provides secretarial and administrative support to Tri-County administration, communicating information to staff and the districts served by Tri-County Special Education, ensuring compliance with legal and administrative requirements, and supporting the broad array of services provided to employees. The Deputy Board Clerk fills in during the Board Clerk’s absence.
Essential Responsibilities
- Greet all incoming visitors.
- Answer telephone, screen and transfer calls to the appropriate person or take an accurate message and forward to the appropriate person.
- Compiles data from a variety of sources (i.e. calendars, meetings, etc) for the purpose of complying with legal and/or administrative requirements.
- Maintain staff directory with current names, addresses, and job assignment locations.
- Maintain personnel records.
- Maintain a variety of computerized and manual records for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
- Complete and ensure follows ups, task completion, for all Onboarding and Offboarding.*
- Send contracts and cover letters to all newly hired certified staff.*
- Provide orientation for new personnel, assist in completing employment paperwork, and ensure all paperwork is received at main office (i.e. health certificates, transcripts, teacher certification).
- Complete KBI background check on new employees.
- Complete Loan Forgiveness for all current employees and past employees, as requested.
- Maintain Paraprofessional Substitute information and provide employment paperwork to them.
- Track Paraprofessional Inservice hours on spreadsheet, in CAPS; share regularly with paraprofessionals.
- Track annually required trainings and send reminders to staff.
- Work with State Auditor on Inservice Report.
- Track teacher and paraprofessional evaluations.
- Perform record keeping and general clerical functions (i.e. scheduling, copying, faxing, mailing, etc) for the purpose of providing information and/or materials as needed.
- Prepares a wide variety of reports and written materials (i.e. correspondence, master calendar, etc) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements.
- Completes the Licensed Personnel Report (EDCS) and License
- Processes documentation and materials (i.e. personal leave requests, evaluation, etc.) for the purpose of disseminating information to appropriate parties and uploads to record system.*
- Responds to inquiries from a wide variety of internal and external parties (i.e. staff, public agencies, etc) for the purpose of providing information, facilitating communication among personnel and/or providing direction as may be required.
- Complete VI-B Time and Effort Log.*
- Complete Workman’s Compensation payroll estimation, and audit, annually. *
- Complete Employment Verifications for all new employees and past employees.*
- Support Treasurer in the completion of reports, documentation, filing, and communication relevant to worker’s compensation, including, but not limited to, the filing/transmission of employer reports and billings to the Interlocal workman’s compensation provider and Department of Labor. May make doctor appointments and maintain file on each employee with a workmen’s compensation claim. Communicate with healthcare providers as required and with KASB workman’s comp insurance. Documentation of infectious contact and coordinator with TC nurse.
- Completes Unemployment requests and denials.
- Create material requisition for office supplies and regular needs. Purchase items that can be purchased locally.
- Create bank deposit slips and take to bank as part of internal controls.
- Enter paraprofessional sub hours into excel for Director.
- Work with state auditor on para hours and teacher FTE.
- In the board clerk’s absence, fill in as Clerk for Board meetings, taking notes and preparing meeting minutes and dispensing to Board Members and Superintendents.
- Have access to the safe (Board Treasurer or Clerk of the Board unlock and lock daily).
- Process mileage sheets, create the PO for mileage and issue mileage checks.
- Send Sympathy, Baby, and Thinking of You cards to TC staff; set up and send Memorials.
- Notary Public, for Oath of Office for New Employees
- Support Assistant Director as requested- Maintain a current list of teacher licensure and notify teachers of the license expiration dates.
- Support Assistant Director as requested - Help teachers with licensure by double checking application, having Director sign off, and sending into KSDE; and check for verification frequently.
- Support Business Manager as requested -Enter para timesheet hours on folders (in Board Clerk’s office) for the 1,116 hours needed annually for a FT para.
- Other duties, as assigned.
Physical Requirements/Environmental Conditions
- Requires prolonged sitting or standing.
- Requires physical exertion to manually move, lift, carry, pull, or push heavy objects or materials.
- Occasional stooping, bending, and reaching.
- Must be able to work in a variety of noisy and crowded environments.
- Must be able to demonstrate effective organizational skills and work with a deadline.
- Maintain a valid driver’s license and be able to operate a vehicle.
Other General Responsibilities
- Participate in staff meetings, as requested.
- Demonstrate effective interpersonal relationships with others.
- Maintain appropriate, confidential records and provide timely reports.
- Attend financial/budget workshops as needed throughout the year.
- Demonstrate effective written and verbal communication skills.
- Maintain a positive attitude.
- Assist in general office functions, as needed, in an effort to provide continuity in office operations.
- See that Interlocal policies are observed during all activities.
- Obtain advance approval for inservice training, as required.
- Adhere to all district and Interlocal health and safety policies, including all precautions of the Bloodborne Pathogens Exposure Control Plan.
- Other duties as assigned by the Director of Special Education.
Qualifications
- High school diploma or equivalent.
- Background/experience in secretarial, accounting, and/or working with the public.
- Health and inoculation certificate on file at the Central Office.
- Desire to continue career improvement.
Salary
Salary is commensurate with experience and education, with starting rate according to Classified Pay Scale
Length of term
12 month position
Responsible to
Director and/or Assistant Director
Pay: $27,000.00 - $40,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Retirement plan
Work Location: In person
