Office Associate II - Office of School and Student Supports

Location: Augusta,Maine,United States

DEPARTMENT OF EDUCATION

OFFICE OF SCHOOL AND STUDENT SUPPORTS

Opening Date: May 13, 2024

Closing Date:  May 28, 2024

Job Class Code: 6542
Grade: 13
Salary: $16.80 - $23.25
Position Number: 014006308

Purpose:

This is a clerical and technical support position for the Office of School and Student Supports which oversees the Climate, Culture, and Resilience Team; Coordinated School Health Team; and School Approval and Enrollment Team.  Their expertise includes but is not limited to school health, health education, physical education, school climate, school counseling, trauma-informed practices, social and emotional learning, restraint and seclusion, migrant education support, truancy and dropout prevention, homelessness resources, and school approval and enrollment. The position is responsible for compiling and coordinating materials related to the work of the Office of School and Student Supports as well as assist in completing contracts and professional development planning.

Job Duties:

• Assists the Office of School and Student Supports staff in preparing and tracking contract agreements related to their work in order to provide effective administration of program requirements.
• Coordinates with staff to schedule, organize, and prepare materials for site monitoring visits, professional development activities, track communication and documentation related to these in order to ensure organized and effective management of the programs and activities.
• Coordinates with staff to plan, organize and prepare workshop materials , develop and format documents, email announcements and other informational resources distributed to SAUs in order to ensure that customer service needs are met; that Department directives and state and federal laws and rules are implemented; and that education and related services delivery are integrated for maximum efficiency.
• Fully participates in monthly team meetings, including taking notes, preparing agendas and minutes, and compiling informational resources, and contributing an administrative perspective to team discussions, in order to be engaged in the common work of the team.
• In consultation with the Office of School and Student Supports staff, maintains webpages of this team in order to provide accurate and timely information to the Department, school units, and the public.
• Coordinates with Office of School and Student Supports staff in the preparation, submission, and tracking of invoices and purchase orders in order to support effective management of the team’s fiscal resources.
• Assists in preparing, coding, and tracking contract agreements, amendments, and invoices in workflows and Advantage, accurately and timely.
• Assist team members with travel authorization, travel reimbursement, purchasing, ordering computers, nametags, conference registrations, and other administrative tasks.
• Works with staff to assist with preparation for PD training, conferencing, and corresponds to participants with follow-up emails containing surveys and certificates.
• Maintains health records database, mails health record orders, bills out to schools, and corresponds to schools following standard operating procedure set in place. 
• Reconciles Purchasing card expense reports accurately and submits by deadlines set forth.
• Secures signatures in DocuSign.
• Manages webpage edits and updates.
• Other duties as required.

Knowledge, Skills and Abilities:

• Ability to use applicable computer programs.
• Ability to perform basic secretarial duties.
• Ability to effectively solve problems.
• Receive incoming requests from the field and determine the customer's needs.
• Ability to gather and compile information.
• Ability to monitor and maintain inventory/supplies.
• Ability to review documents and examine for completeness.
• Ability to maintain computerized and/or manual information.
• Ability to operate modem standard office equipment.
• Ability to collect, reconcile and/or deposit fees in accordance with procedures .
• Ability to effectively give/obtain basic, non-technical information.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to develop and use computerized formats and/or graphics.
• Ability to effectively communicate orally and in writing within the workplace and with the public.
• Ability to make standard changes to webpage content.
• Ability to determine facts, detect errors and irregula