Washington Elementary School District #6

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Office Specialist - Special Services

at Washington Elementary School District #6

Posted: 1/23/2018
Job Reference #: 5313
Keywords: office

Job Description

Openings as of 1/23/2018
Administrative/Office Support

  • Office Specialist - Special Services JobID: 5313
  • Position Type:
    Administrative/Office Support/District-Level Office

  • Date Posted:

  • Location:
    Special Services

  • FTE/Hours per week:40

    Starting Salary Range:
    Special Services
    Office Manager – Special Services

    CLASS SUMMARY: Under general direction, incumbent(s) handles the budget management and purchasing services for the Special Services Department. In addition, incumbent(s) handles the private placement processes and assists with planning for annual department budget and preparing and amending grant applications.


    Handles the purchasing services for the Special Services Department and resource staff to include requesting and compiling projected needs from staff, inputting purchase requisitions, identifying funding source, tracking orders, verifying and reconciling invoices, preparing budget transfer and contingency request forms for approval, and resolving discrepancies with orders, deliveries, and funding sources. Monitors and inventories supplies. Daily
    Handles private placement by working with department staff, inputting purchase requisitions, verifying pricing and extra fees, identifying funding sources, assigning disability types, recommending budget transfers and contingency requests depending on need and placement types, and resolving discrepancies. Tracks students’ enrollment and attendance. Recovers budget when students are no longer in attendance. Daily
    Handles the budget management of the Special Services Department to include determining funding source and monitoring budget. Monitors funding sources and amounts available and processes expenditures, budget transfers, and contingency requests consistent with program goals and legal requirements. Collaborates with District administration and other appropriate staff to discuss the Special Services budget. Daily
    Assists with the completion and tracking of grant management for the Special Services Department. Completes budget section of grant applications and makes necessary amendments. Monitors and tracks grant funding and completes grant required reports. Generates reports for Special Services and Finance administration. Monthly
    Assists Special Services administration with the budget planning by requesting department and itinerant staff for budgetary needs by sending forms, notices and due dates. Reviews requests and follows up with staff for clarification or explanation. Organizes budget requests by tracking requests in databases and generating reports for Special Services and Finance administration. Reviews requests with Special Services Director. Annually
    Performs other duties as required. As
    To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.
    • High School diploma or equivalent (G.E.D.) prior to being hired;
    • Three years of office-related experience.
    It is preferred that applicant possess the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.
    • Associate’s degree in Business or related field;
    • Two years of budget or accounting experience;
    • Two years of work experience in a public school system;
    • Two years of work experience with special education services.
    To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Skills required, but not limited to, for this position include:
    • Using computer related software programs;
    • Understanding general accounting techniques;
    • Operating Microsoft Excel including using formulas, pivot table, and interface functions;
    • Using budgetary software programs;
    • Knowing accounting and algebraic mathematic functions;
    • Being a self-starter;
    • Knowing Federal and state laws governing finance;
    • Visualizing and applying various types of spreadsheet applications;
    • Using various types of office equipment;
    • Engaging and encouraging communication skills while interacting with supervisors, staff, students, parents, and other stakeholders to exchange information.
    The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

    The working 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.

    While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate.

Application Instructions

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