Job Description

Secretary Special Education Department

Position: Secretary Special Education Department 3.75 hours/day and Secretary- Office (Jr/Sr High) - 3.5 hours/day

Responsibilities - Special Education Secretary:

• Provide administrative support to the Director of Special Education, special education staff, and related service providers.
• Maintain confidential student records in accordance with FERPA and district policies.
• Prepare, process, and distribute special education documents, including IEPs, evaluation reports, notices, and correspondence.
• Coordinate and schedule IEP meetings, evaluations, and other required appointments.
• Maintain accurate calendars, department schedules, and timelines for compliance deadlines.
• Serve as a point of contact for parents, staff, and outside agencies regarding special education inquiries.
• Enter and maintain data in student information systems and special education software platforms.
• Assist with Medicaid billing, purchase orders, and departmental budgeting as assigned.
• Prepare reports and maintain records for state and federal compliance monitoring.
• Order and maintain office supplies and instructional materials for the department.
• Perform general office duties including filing, copying, answering phones, and mail distribution.
• Other duties as assigned by administration.

Responsibilities - Office Secretary:

• Provide clerical support for the daily operations of the school at the Junior-Senior High School.
• Tracking attendance; contacting parent/guardian as needed.
• Type and distribute correspondence and/or reports as requested.
• Provide receptionist services and respond to inquiries from staff, students and the general public.
• Assist in the student registration process as required.
• Maintain student information database.
• Maintain general office and student files ensuring confidentiality of all information and records.
• Assist with student medical needs per medical plan, 504 plan, IEP, or other documents and district policies.
• Assist school administration during emergency/medical situations as needed.
• Assist with orientation of substitute teachers/paraprofessionals as needed.
• Other duties as assigned by administration.

Qualifications: (Minimum)

• High school diploma required.
• Possesses strong interpersonal skills and a pleasant personable manner.
• Demonstrates high level of proficiency in computer skills and productivity software (spreadsheets, databases, word processing).
• Demonstrates knowledge of planning/scheduling.
• Demonstrates a care and concern for students and parents.
• Maintains a high level of confidentiality.
• Maintains a level of personal and professional flexibility.
• Possesses a high level of organization skills and ability to multitask.
• Possesses good writing and proofreading skills.
• Possesses a high level of assertiveness.

Physical Requirements: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to communicate with others and clearly understand normal conversations in person and on the telephone. Employee may be required to perform extensive work at a computer display terminal. While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear. Requires regular attendance and/or physical presence at the job.

Days/Hours: Special Education Secretary - 198.5 at 3.75 hours/day (school calendar plus 15 additional days); Office Secretary- generally follows the school calendar at 3.5 hours/day plus an additional 5 days

RATES OF PAY: Secretary Classification - follows ESP Contract Wage Scale

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