JOB TITLE: Central Office Administrative Assistant
JOB SUMMARY: This position plays a vital role in supporting the efficient administration of the school district's Central Office, Board of Education, and Special Services Department. This position serves as the District Registrar, is responsible for state and federal reporting, and provides direct support to the District Superintendent and Director of Special Services.
PAY SCALE CATEGORY: Administrative Assistants
EMPLOYEE CATEGORY: Classified
FLSA STATUS: ?Exempt ?Non-Exempt
HANDBOOK: Dakota Valley School District Staff Handbook
EMPLOYMENT CONDITIONS: Hourly
WORK PERIOD: 12-month position
BUILDING ASSIGNMENT: Central Office
REPORTS TO: Superintendent
Director of Special Services
WORKS WITH: Business Manager, Administrators, certified staff, classified staff, general public
POSITION REQUIREMENTS:
EDUCATION LEVEL:
High School Diploma or Equivalent
SKILL LEVEL:
Ability to work well within a learning community with parents, teachers, students, administrators, and staff with courtesy, tact, and good judgment. Maintain confidentiality and integrity in regards to personnel and sensitive information. Must have knowledge and ability to apply basic computer, math, and language skills. Must be flexible and willing to undertake a variety of tasks, sometimes at the direction of more than one person. Ability to plan, organize work, and have high attention to detail.
PHYSICAL REQUIREMENTS:
Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity; see and read a computer screen and printed materials with or without visual aids; hear and understand speech at normal office levels and on phone; and to bend, stoop, climb stairs, walk, and reach overhead. Occasional climbing and reaching.
WORKING ENVIRONMENT:
Works indoors in a climate-controlled environment. Operates a variety of equipment including a computer, printer, telephone, calculator, copy machine, etc.
BACKGROUND CHECK:
All successful applicants must pass a federal background check per SDCL.
DAKOTA VALLEY CORE VALUES
At Dakota Valley, we believe in Accountability, Compassion, Progressiveness, Professionalism and being Student-Focused.
DUTIES AND RESPONSIBILITIES:
Always actions:
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Be available to assist as needed.
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Follows established safety procedures and district policies at all times.
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Responds to emergency requests in a timely manner.
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Works cooperatively with all staff members.
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Performs other duties as assigned.
Essential Functions Related to District Services:
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Responsible for ensuring the Central Office operates smoothly by answering and directing phone calls, taking messages, and responding to inquiries.
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Manage and distribute incoming and outgoing mail and packages, signing for packages and metering mail as required.
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Provide direct administrative support to Superintendent, including filing, data entry, correspondence, report generation, as needed and requested, prioritizing projects by submission deadlines.
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Participate in Business Office operations and serve as backup for the responsibilities of Business Office Assistant as needed.
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Prepare and/or coordinate the preparation of the meeting spaces, including setup, takedown and arranging for technology, for professional development sessions, events, meetings, etc. for district-level events.
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Manage district vehicle reservation system, ensuring vehicle keys, fuel cards, and vehicles are properly checked out and ready for each employee, with a valid insurance card in each vehicle.
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Process district student online registrations, ensuring that all documentation is complete and accurate, and address is within district boundaries. Reports directly to Superintendent on District Registration and works with Building Secretaries, Director of Special Services, and Building Principals.
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Maintain accurate and up-to-date records and documentation for district student open enrollment.
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Maintain and disseminate Dakota Valley Board Policy Book, including implementation of new/revised board policies.
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Prepare and distribute school board meeting materials, including assembling board packets, emailing them to Board members, newspapers, and administrators. Post board agendas in compliance with regulations, and ensure the boardroom is properly set up for regular and special meetings.
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Update and print/publish the district handbooks on an annual basis, utilizing a process to ensure the archival of past handbooks, accuracy, and timeliness.
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Prepare and submit reports for Office of Civil Rights Data Collection, SD Department of Education End-of-Year Data Sign Off and Suspension/Expulsion Report, and Personnel Record Form (PRF)
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Manage and update the calendar on the district website.
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Process monthly Free and Reduced Lunch applications.
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Support special projects and initiatives as directed by the Superintendent.
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Regular, timely, in-person attendance.
Essential Functions Related to Special Services
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Provide direct administrative support to Director of Special Services, including filing, data entry, correspondence, report generation, as needed and requested, prioritizing projects by submission deadlines.
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Schedule and coordinate meetings/appointments/ for the Director of Special Services.
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Prepare and/or coordinate the preparation of the meeting spaces, including setup, takedown and arranging for technology, for professional development sessions, events, meetings, etc. for special services events for which the Special Services Dept takes a leadership role.
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Manage and process monthly Medicaid claims and Birth-3 Billing ensuring the district meets state and federal requirements and receives funding for special education services.
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Enroll Medicaid providers into the South Dakota Medicaid system to ensure payments are made to the District.
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Process annual enrollments for new Preschool and Birth-3 students receiving speech services in the state student information system, ensuring accuracy and timeliness for reporting to the South Dakota Department of Education.
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Process re-enrollments for existing Birth-3
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Assemble data for December 1 Special Education Child Count; Verify data accuracy, including cross-checking with school records and ensuring compliance with IDEA definitions.
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Organize and ensure testing materials for EL students are secure; process and mail testing materials at end of assessment period.
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Function as Special Education Secretary with duties including:
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SIMS processing, management, and updating;
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Initial data entry for new students into SPED Advantage and Infinite Campus with continuous management responsibility;
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Send Progress Reports to all special education families on a quarterly basis;
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Send Progress Reports to all English Learner families on quarterly basis;
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Transfer student special education records to new districts as students leave district;
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IEP Tracking;
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Maintenance of drop files;
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Destruction of special education files and appropriate notification to public;
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Advertisement of early childhood screenings;
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Maintenance of Parental Rights & Surveys to Teachers.
EVALUATION: Performance of this position will be evaluated by the Superintendent.
DISCLAIMER: The preceding description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. These may be changed, added or deleted at any time with or without notice. Personnel may be required to perform duties outside the scope of their normal responsibilities if needed. The Dakota Valley School District reserves the right to revise this description at any time.
The District does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, physical or mental disability, marital status, genetic information, or any other characteristics protected by federal, state, or local law, ordinance, or regulation.
