Position Summary

The Administrative Assistant to the Executive Director of the Special Education Local Plan Agency (SELPA) reporting directly to the SELPA Executive Director, fulfills a crucial role. This position provides essential support to the Superintendent’s Special Education Policy Council (SSEPC), encompassing Del Norte and Humboldt counties, as well as member Local Education Agencies within the Local Plan for special education.

Distinguishing Characteristics

The distinctive characteristics of this SELPA Administrative Assistant position lie in its multifaceted nature and the critical role it plays in supporting the SELPA Executive Director and overseeing the administrative functions of SELPA.  The role involves handling sensitive information and requires a high level of discretion, independence, and confidentiality.

The Administrative Assistant provides valuable information related to support, assistance, and compliance and plays a pivotal role in supporting the Superintendent’s Special Education Policy Council.

Essential Duties:

• Provide continuous support to the Executive Director in SELPA office operations, including addressing staffing needs, overseeing office management, and offering clerical support.
• Prioritize and coordinate communications from the county offices of education (Humboldt and Del Norte), district administration, and staff; document and provide follow-up as needed.
• Assist community members, including parents, care providers, outside agencies, and other SELPAs, by providing information related to support, sources for assistance, and compliance.
• Independently compose correspondence on behalf of the Executive Director.
• Maintain the Executive Director’s appointment calendar, coordinating events and scheduling in alignment with all timelines.
• Plan, purchase, and implement travel arrangements for the Executive Director, Leadership Team, and staff.
• Develop and implement new or improved processes for office operations to enhance efficiency in day-to-day activities, building maintenance, technical support, and assistance.
• Manage the SELPA website, ensuring it reflects current state/county standards, a calendar of events, state-required reports, and all public agendas/menus related to the Superintendent’s Special Education Policy Council and the Community Advisory Committee (CAC).
• Maintain confidential SELPA staff records, employment files, evaluations, corrective action, and awards.
• Provide clerical support, including office technology instruction/guidance for all SELPA staff as needed.
• Research and compile data on assigned projects and topics, including legal actions, records of settlements, and agreements for the SELPA and participating LEAs.
• Prepare and complete various required annual reports at the local, state, and federal levels independently or with minimal oversight.
• Gather information and data from various sources, compile and prepare reports in memoranda, letters, and other documents while assisting the Executive and Superintendent’s Special Education Policy Council.
• Provide all clerical support for the Superintendent’s Special Education Policy Council, including research/data collection, review and preparation of agendas, presentations, and compilation of meeting minutes.
• Develop correspondence, proposals, processes, reports, strategies, and presentations related to SELPA programs and operations, Policy Council, and related Ad Hoc or other committees.
• Gather and maintain all Superintendent’s Special Education Policy Council permanent files, including agendas, minutes, recommendations, communication, and actions taken.
• Perform other related tasks or duties as assigned by the Executive Director and Superintendent’s Special Education Policy Council and Ad Hoc or other committees.

Employment Standards

Knowledge of:

• Proficient in computer applications.
• Familiarity with research and analytical methods.
• Understanding of fiscal and budgetary operations.
• Analytical proficiency for processing technical information.

Ability to:

• Project management capabilities for handling complex projects.
• Prioritization skills to establish appropriate work priorities.
• Deadline-oriented with the ability to meet established timelines.
• Collaborative mindset for effective teamwork with diverse groups.
• Strong verbal and written communication skills.
• Research, calculate, and interpret legal, regulatory, and fiscal information.
• Capability to develop clear, concise reports and presentations.
• Exercise sound judgment and work independently.
• Engage with the community in a meaningful way.
• Interact professionally with diverse stakeholders including District and program personnel, managers, staff, parents, school administrators, and the public encountered in the course of work.

Education and Experience

Minimum Qualifications

• Graduation from High School (or equivalent) AND 3 years clerical experience OR
• Bachelor’s Degree

Preferred Experience

Experience in an education setting

Working Conditions (Work Environment)

The working conditions for the SELPA Administrative Assistant III encompass a dynamic office environment where the primary tasks involve extended periods of sitting and extensive use of computers and related technology. The role requires fine manual dexterity for detailed work, collaborative skills for effective interaction with diverse groups, and project management capabilities for handling complex tasks and establishing priorities.  The fast-paced nature of the position entails working under intensive deadlines and managing frequent interruptions. The role also demands observation and interpretation abilities, proficiency in learning and adapting to new information or skills, and mathematical reasoning skills for fiscal and budgetary operations. Visual acuity, including near and far vision and depth perception, is crucial for various aspects of the role.  These working conditions highlight the need for adaptability, multitasking, and proficiency in diverse skills within the SELPA office setting. 

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

Salary: Range 10