GC CO-OP ADMINISTRATIVE ASSISTANT

Grimes County Special Education Cooperative

Administrative Assistant

Primary Purpose:

Work under minimum supervision to ensure the efficient operation of the office of the Grimes County Special Education Cooperative; provide clerical services for the Director and other staff; assist The Director in performing his/her duties. 

Qualifications:

Education/Certification:
High school diploma or GED
Clerical training including appropriate knowledge of office operations and budget management. [

Special Knowledge/Skills:
Knowledge of Grimes County Special Education Cooperative organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities

Experience:

3 years or more secretarial experience, preferably in public education environment.

Major Responsibilities and Duties:

Office Management
1.    Organize, prepare, and post official Cooperative board agenda and records for board meetings and distribute to board members and others as required.
2.    Maintain files of the meetings.
3.    Organize and manage activities of the Cooperative office with limited supervision.
4.     Comply with policies established by federal and state laws and regulations, and local board policy
5.    Process registration and maintain record of staff development attended by Cooperative staff and district personnel.
6.    Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff.

Budget
7.    Assist the Director in the preparation of annual Federal, State Cooperative, and Medicaid budget applications and amendments.
8.    Prepare budget documentation for fiscal agent and Cooperative Board members.
9.    Calculate and prepare billings for cooperative operating and salaries budget.
10.    Monitor budget expenditures and forecast short term needs.
11.    Assist the Fiscal Agent Business Manager with the annual audit for Cooperative records.

Purchases/Expenditures
12.    Establish, maintain and reconcile accounts in conjunction with fiscal business office.
13.    Request and distribute payments for contracted services, staff travel and various Cooperative expenditures.
14.    Assist the fiscal agent business office in other Cooperative related duties.

Contracted Services
15.    Prepare contracts, maintain billings and document records of services provided for related service providers.
16.    Prepare contracts and/or maintain billing for Cooperative contracted services.
17.    Assist with preparation of contracts for ESY service providers, records of ESY attendance and reports.
18.    Update and distribute participant lists for Cooperative districts SHARS documentation.

Other
19.    Keep informed of and comply with all federal, state and district policies, operating procedures, routines and regulations.
20.    Perform other duties as assigned.
21.    Maintain confidentiality with student and staff information.
22.    Recognize needs of the job and seek ways to improve efficiency and productivity.
23.    Conducts self in ethical and professional manner.
24.    Exhibits a cooperative attitude toward co-workers, students and parents. Works effectively and cooperatively with others.

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Mental Demands: Work with frequent interruptions; maintain emotional control under stress