Admin Assistant Special Education

Position:

Civil Service Position: Administrative Assistant- Experience in Special Education preferred

Starting Date:

August 2025

Posting Date:

June 25, 2026

Application Due Date:

July 13, 2026

DISTINGUISHING FEATURES OF THE CLASS:

This is a paraprofessional position involving responsibility for performing a wide variety of administrative activities and tasks in support of an office or agency program. Specific tasks vary depending on the functional area and program objectives of the agency to which the employee is assigned, but the Aide position is characterized by substantial contact with agency clients and/or the general public to explain program services, requirements, etc., by managing complex records systems and by assisting administrators and professional staff in the performance of the more routine, less difficult and highly structured tasks required of those higher level positions. The work is performed under the general supervision of a higher-level administrator within the framework of clearly defined guidelines and instructions. Supervision may be exercised over the work of clerical employees. The incumbent does related work as required.

TYPICAL WORK ACTIVITIES:

• Provides information on the phone and to visitors on program services and requirements, may schedule appointments or assist individuals in applying for services, explains procedures and program processes;
• Compiles data and background material to assist in various administrative/professional activities;
• Maintains and processes complex records including computerized records requiring advanced knowledge of agency services and procedures;
• Schedules and arranges conferences, meetings, special events, etc.;
• May assist in setting up and taking down exhibits, displays and similar materials;
• Acts as liaison for program or agency activities with administrators and participants;
• Assists professional staff in analyzing and evaluating methods, procedures, goals and objectives, forms applications, etc.;
• May compose correspondence in response to routine inquiries and issues;
• May type and/or update lists, forms, statistical data, news releases or letters, etc., on a typewriter, microcomputer or mainframe terminal;
• May take meeting minutes by longhand or tape and transcribe them for the permanent record;
• Completes forms required for reimbursement purposes;
• Distributes agency mail and notifies staff of meetings;
• Aids with agency budget preparation by gathering data and compiling figures;
• Coordinates and assists in the preparation of newsletters and informational material;
• Assists with agency training activities by collecting data, assembling and distributing materials and supplies;
• Secures training facilities for agency staff and or participants;
• Prepare a variety of reports related to the work.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS

Good knowledge of office terminology, procedures and methods; good knowledge of the policies, procedures, rules and regulations governing the operation of the agency to which assigned; working knowledge of methods and procedures of keeping financial accounts and records; working knowledge of business arithmetic; working knowledge of the agency’s programs, objectives and goals; ability to compile data and background information; ability to prepare and maintain records and reports; ability to communicate effectively; ability to keyboard on a typewriter, microcomputer or mainframe terminal; ability to perform prolonged fine finger movement; ability to establish a rapport with others for the purpose of obtaining or conveying information; ability to assist in reviewing and evaluating program procedures, methods, forms, etc.; ability to follow complex oral and written instructions.

MINIMUM QUALIFICATIONS:

(A) Graduation from a regionally accredited or New York State registered college or university with an associate degree and one year of clerical, administrative, or office management experience, which shall have involved keyboarding and preparation and maintenance of records and reports; OR

(B) Graduation from high school or possession of a high school equivalency diploma and three years of clerical, administrative or office management experience, which shall have involved keyboarding and preparation and maintenance of records and reports; OR

(C) An equivalent combination of training and experience as …