Executive Assistant of Special Education
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Executive Assistant
Location
Doylestown, Pennsylvania, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
The Executive Assistant is responsible for performing a variety of duties designed to support the Assistant to the Executive Director and Special Education Directors as well as the needs of the Department. The Executive Assistant performs various confidential high level administrative and technical duties related to a variety of departmental functions and fosters a positive image of the department and Bucks IU. This position regularly handles sensitive information, which requires exercising sound judgement in safeguarding the confidentiality of this information.
Essential Functions:
Confidential Employee:
Maintain a thorough knowledge of the organization and act as an extension of the Assistant to the Executive Director and Special Education Directors.
Handle all inquiries and requests for the Assistant to the Executive Director and Special Education Directors, assessing their urgency, confidential nature, and importance; and respond to requests not requiring the attention of the Assistant to the Executive Director and Special Education Directors.
Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee performance evaluations, negotiations, employee related items (if applicable).
Works independently in the absence of the Assistant to the Executive Director and Special Education Directors to assure the continuity of the work to meet deadlines.
Calendar/Schedule Management:
Assist with the management of the Assistant to the Executive Director and Special Education Directorss calendar, plan and schedule meetings; make travel arrangements, including conference registration and hotel reservations, when necessary. Assist with the planning and preparation of all meetings and events facilitated/chaired by the Assistant to the Executive Director and Special Education Directors, including the reservation and preparation of rooms, ensuring nameplates are available, preparing agendas and meeting documents, and ordering and overseeing catering arrangements. Responsible for payments of invoices in accordance with IU purchasing and payment procedures.
Creates, revises, or cancels meetings, reoccurring or annual events, as well as outside events and ensures calendars are current and accurate, ensuring proper booking of conference rooms and any other needs for each.
Maintains the submission to attend request tasks prepared via the My Learning Plan site. Approval to attend such meetings requires a total estimated calculation of the expected cost of attendance, lodging, when necessary, food and travel costs. After attending such an event, the Executive Assistant is then responsible to provide the information with exact numbers and appropriate back-up documentation to be submitted for reimbursement.
Communication:
Coordinate, organize, compile, and communicate information relevant to internal and external meetings, including but not limited to, email, voicemail and written correspondence with the Assistant to the Executive Director and Special Education Directorss network of colleagues, Bucks IU employees, educational institutions, community agencies, Pennsylvania Department of Education, Board of Directors, state and federal agencies, school districts, various stakeholders, district administrators, administrative staff and all other staff or outside participants.
Prepare correspondence, compose letter, reports, such as board mini-reports, ad-hoc special reports, departmental program intelligence reports. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials as necessary.
Coordinates, organizes, compiles, and communicates information relevant to meetings with district administrators and administrative staff. These duties include drafting agendas for the Assistant to the Executive Director and Special Education Directors based on ongoing communications with council members and minutes from the following meetings: weekly staff meetings, Advisory Council meetings and any other departmental meeting that requires communication.
Maintain departments SharePoint site, updates all documents, and shared information.
Record Maintenance:
Sorts, files, and retrieves materials, correspondence, records, reports and other items and purges such files as needed. Maintains files and records pertinent to the Assistant to the Executive Director and Special Education Directors to ensure availability and confidentiality of material on file.
Maintain department database records and data entry including upkeep of accurate information (if applicable).
Standard Operating Procedures (SOP):
Assists in the SOP creation/management for the Division, including ensuring that SOPs are up-to-date and distributed appropriately.
Oversees maintenance of division SOPs including updates, storage, and distribution of all written documents.
Division Specific Functions:
Maintain a thorough knowledge of the organization and act as an extension of the Assistant to the Executive Director and Special Education Directors; handle all inquiries and requests for the Assistant to the Executive Director and Special Education Directors, assessing their urgency, confidential nature and importance and respond to requests not requiring the attention of the Assistant to the Executive Director and Special Education Directors.
Disseminate requested information on behalf of the Assistant to the Executive Director and Special Education Directors to staff, school district officials, Department of Education personnel, community leaders, and the general public.
Research, compile, schedule and summarize information as needed by the Assistant to the Executive Director and Special Education Directors, Bucks County Special Education Directors, or Department of Education personnel.
Prepare correspondence, reports, etc. Compose letters for the Assistant to the Executive Director and Special Education Directors. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials as necessary.
Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects.
Assist with the management of the Assistant to the Executive Director and Special Education Directors calendars; schedule meetings, make travel arrangements including conference registration and hotel reservations, when necessary.
Review and process all Special Education Board Motions and Department Mini Reports for monthly Bucks IU Board of School Directors meetings. This includes School Age, Early Childhood Programs and Head Start/Early Head Start.
Prepare Board Docs agenda for the monthly Bucks IU Board of School Directors meetings.
Monitor board approved contracts using ContractLogix. Initiate renewal of agreements with school districts, contractors, presenters and universities.
Supports Special Education District Directors; updates agenda, manages and uploads content on the SharePoint District Directors site. Reserves meeting space for monthly meetings, oversees catering arrangements and assists with set up. Creates and distributes materials as needed.
Support Assistant to the Executive Director and Special Education Directors in all projects and tasks assigned by Executive Director including research, analysis, proofing/editing of documents.
Provide support to all meetings facilitated/chaired by Assistant to the Executive Director and Special Education Directors; including the arranging of rooms, preparing agendas, ordering and overseeing food/refreshments, extending invitations and managing RSVP lists.
Update portions of the Bucks IU website and employee portal relative to Special Education and update various ListServ email groups as needed.
Maintain 705 partial coverage schedule for the Special Education Department.
Assist in compiling and processing budgetary plans.
Respond to legal requests, copying materials and managing deadlines in response to student record requests and subpoenas.
Monitor deadlines to ensure the Assistant to the Executive Director and Special Education Directors complete required tasks by their due date.
Process travel reimbursement and request for payment forms on behalf of the Assistant to the Executive Director and Special Education Directors.
Process, track and distribute requests for Chapter 14 Evaluations under Equitable Participation for students in Bucks County non-public schools.
Responsible for Procurement Card reconciliation for the Assistant to the Executive Director, as well as the General Special Education Procurement Cards. Maintains Procurement Card Employee Usage Agreements for the Special Education Department.
Performs internal and external office communication: email, voicemail, and written correspondence as directed.
Maintains organizational charts for Special Education Department.
Independently multi-task, prioritize, organize and expedite workflow; receiving, date-stamping, requesting approvals/signatures and routing mail, internal forms, supplies and other items to ensure proper distribution or further processing.
Sorts, files, and retrieves materials, correspondence, records, reports and other items and purges such files as needed.
Disseminates information orally, by correspondence, or by distributing written materials pertinent to organization procedures and operations.
Facilitate committees, as needed, to advance organizational initiatives and goals.
Provide support to Special Education Supervisors.
Provide support to other departments as needed.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Other Duties: This position description does not express, nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department, as needed, to adapt to the changing needs of the organization.
Supervisory Responsibility: This position has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this Job, the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods, and to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.
Travel: Little travel to client locations is expected for this position.
Qualifications
Education and Experience: Level of Degree:
High school diploma with emphasis on business/commercial courses or business school and computer courses, plus additional formal training in secretarial/clerical skills.
Knowledge, Skills and Abilities:
Three (3) years of equivalent experience.
Excellent shorthand, dictation, transcription, keyboarding, computer, human relations, oral and written communication, grammar, punctuation, spelling, letter writing, and organizational skills.
Ability to organize processes contributing to office efficiency and inter-office cooperation.
Knowledge of and superior skills in the use of personal computer with an emphasis on spread sheets and word processing applications.
Ability to work independently or in groups to complete assigned tasks.
Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.
EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.
Primary Location
: US-PA-DOYLESTOWN
Work Locations
: Bucks IU Administrative Office 705 Shady Retreat Rd DOYLESTOWN 18901
Job
: Support
Organization
: Bucks IU Business Unit
Schedule
: Full-time
Employee Status
: Regular
Travel
: No
Job Posting
: Mar 23, 2023, 2:33:39 PM
Essential Functions:
Confidential Employee:
Maintain a thorough knowledge of the organization and act as an extension of the Assistant to the Executive Director and Special Education Directors.
Handle all inquiries and requests for the Assistant to the Executive Director and Special Education Directors, assessing their urgency, confidential nature, and importance; and respond to requests not requiring the attention of the Assistant to the Executive Director and Special Education Directors.
Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee performance evaluations, negotiations, employee related items (if applicable).
Works independently in the absence of the Assistant to the Executive Director and Special Education Directors to assure the continuity of the work to meet deadlines.
Calendar/Schedule Management:
Assist with the management of the Assistant to the Executive Director and Special Education Directorss calendar, plan and schedule meetings; make travel arrangements, including conference registration and hotel reservations, when necessary. Assist with the planning and preparation of all meetings and events facilitated/chaired by the Assistant to the Executive Director and Special Education Directors, including the reservation and preparation of rooms, ensuring nameplates are available, preparing agendas and meeting documents, and ordering and overseeing catering arrangements. Responsible for payments of invoices in accordance with IU purchasing and payment procedures.
Creates, revises, or cancels meetings, reoccurring or annual events, as well as outside events and ensures calendars are current and accurate, ensuring proper booking of conference rooms and any other needs for each.
Maintains the submission to attend request tasks prepared via the My Learning Plan site. Approval to attend such meetings requires a total estimated calculation of the expected cost of attendance, lodging, when necessary, food and travel costs. After attending such an event, the Executive Assistant is then responsible to provide the information with exact numbers and appropriate back-up documentation to be submitted for reimbursement.
Communication:
Coordinate, organize, compile, and communicate information relevant to internal and external meetings, including but not limited to, email, voicemail and written correspondence with the Assistant to the Executive Director and Special Education Directorss network of colleagues, Bucks IU employees, educational institutions, community agencies, Pennsylvania Department of Education, Board of Directors, state and federal agencies, school districts, various stakeholders, district administrators, administrative staff and all other staff or outside participants.
Prepare correspondence, compose letter, reports, such as board mini-reports, ad-hoc special reports, departmental program intelligence reports. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials as necessary.
Coordinates, organizes, compiles, and communicates information relevant to meetings with district administrators and administrative staff. These duties include drafting agendas for the Assistant to the Executive Director and Special Education Directors based on ongoing communications with council members and minutes from the following meetings: weekly staff meetings, Advisory Council meetings and any other departmental meeting that requires communication.
Maintain departments SharePoint site, updates all documents, and shared information.
Record Maintenance:
Sorts, files, and retrieves materials, correspondence, records, reports and other items and purges such files as needed. Maintains files and records pertinent to the Assistant to the Executive Director and Special Education Directors to ensure availability and confidentiality of material on file.
Maintain department database records and data entry including upkeep of accurate information (if applicable).
Standard Operating Procedures (SOP):
Assists in the SOP creation/management for the Division, including ensuring that SOPs are up-to-date and distributed appropriately.
Oversees maintenance of division SOPs including updates, storage, and distribution of all written documents.
Division Specific Functions:
Maintain a thorough knowledge of the organization and act as an extension of the Assistant to the Executive Director and Special Education Directors; handle all inquiries and requests for the Assistant to the Executive Director and Special Education Directors, assessing their urgency, confidential nature and importance and respond to requests not requiring the attention of the Assistant to the Executive Director and Special Education Directors.
Disseminate requested information on behalf of the Assistant to the Executive Director and Special Education Directors to staff, school district officials, Department of Education personnel, community leaders, and the general public.
Research, compile, schedule and summarize information as needed by the Assistant to the Executive Director and Special Education Directors, Bucks County Special Education Directors, or Department of Education personnel.
Prepare correspondence, reports, etc. Compose letters for the Assistant to the Executive Director and Special Education Directors. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials as necessary.
Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects.
Assist with the management of the Assistant to the Executive Director and Special Education Directors calendars; schedule meetings, make travel arrangements including conference registration and hotel reservations, when necessary.
Review and process all Special Education Board Motions and Department Mini Reports for monthly Bucks IU Board of School Directors meetings. This includes School Age, Early Childhood Programs and Head Start/Early Head Start.
Prepare Board Docs agenda for the monthly Bucks IU Board of School Directors meetings.
Monitor board approved contracts using ContractLogix. Initiate renewal of agreements with school districts, contractors, presenters and universities.
Supports Special Education District Directors; updates agenda, manages and uploads content on the SharePoint District Directors site. Reserves meeting space for monthly meetings, oversees catering arrangements and assists with set up. Creates and distributes materials as needed.
Support Assistant to the Executive Director and Special Education Directors in all projects and tasks assigned by Executive Director including research, analysis, proofing/editing of documents.
Provide support to all meetings facilitated/chaired by Assistant to the Executive Director and Special Education Directors; including the arranging of rooms, preparing agendas, ordering and overseeing food/refreshments, extending invitations and managing RSVP lists.
Update portions of the Bucks IU website and employee portal relative to Special Education and update various ListServ email groups as needed.
Maintain 705 partial coverage schedule for the Special Education Department.
Assist in compiling and processing budgetary plans.
Respond to legal requests, copying materials and managing deadlines in response to student record requests and subpoenas.
Monitor deadlines to ensure the Assistant to the Executive Director and Special Education Directors complete required tasks by their due date.
Process travel reimbursement and request for payment forms on behalf of the Assistant to the Executive Director and Special Education Directors.
Process, track and distribute requests for Chapter 14 Evaluations under Equitable Participation for students in Bucks County non-public schools.
Responsible for Procurement Card reconciliation for the Assistant to the Executive Director, as well as the General Special Education Procurement Cards. Maintains Procurement Card Employee Usage Agreements for the Special Education Department.
Performs internal and external office communication: email, voicemail, and written correspondence as directed.
Maintains organizational charts for Special Education Department.
Independently multi-task, prioritize, organize and expedite workflow; receiving, date-stamping, requesting approvals/signatures and routing mail, internal forms, supplies and other items to ensure proper distribution or further processing.
Sorts, files, and retrieves materials, correspondence, records, reports and other items and purges such files as needed.
Disseminates information orally, by correspondence, or by distributing written materials pertinent to organization procedures and operations.
Facilitate committees, as needed, to advance organizational initiatives and goals.
Provide support to Special Education Supervisors.
Provide support to other departments as needed.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Other Duties: This position description does not express, nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department, as needed, to adapt to the changing needs of the organization.
Supervisory Responsibility: This position has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this Job, the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods, and to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.
Travel: Little travel to client locations is expected for this position.
Qualifications
Education and Experience: Level of Degree:
High school diploma with emphasis on business/commercial courses or business school and computer courses, plus additional formal training in secretarial/clerical skills.
Knowledge, Skills and Abilities:
Three (3) years of equivalent experience.
Excellent shorthand, dictation, transcription, keyboarding, computer, human relations, oral and written communication, grammar, punctuation, spelling, letter writing, and organizational skills.
Ability to organize processes contributing to office efficiency and inter-office cooperation.
Knowledge of and superior skills in the use of personal computer with an emphasis on spread sheets and word processing applications.
Ability to work independently or in groups to complete assigned tasks.
Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.
EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.
Primary Location
: US-PA-DOYLESTOWN
Work Locations
: Bucks IU Administrative Office 705 Shady Retreat Rd DOYLESTOWN 18901
Job
: Support
Organization
: Bucks IU Business Unit
Schedule
: Full-time
Employee Status
: Regular
Travel
: No
Job Posting
: Mar 23, 2023, 2:33:39 PM