Health Services Secretary - Special Services

Health Services Secretary - Special Services

A reasonable degree of proficiency in typing and keyboarding; Working knowledge of basic computer programs, basic office procedures and the operation of common office equipment and machines; Strong organizational skills and attention to detail; Ability to manage multiple deadlines and work with minimal supervision; Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Executive Director of Special Services

To assure the smooth and efficient operation of the Health Services office within Special Services so that the office's maximum positive impact on the health services provided to students across Putnam City Schools can be realized.

The Health Services Secretary in Special Services provides comprehensive administrative and clerical support to the Health Services Department. This role is essential to the coordination of daily operations, including staff scheduling, supply requisitions, inventory control, form and report management, and communication with school staff and administrators. The Secretary ensures timely updates and tracking for licensing, certifications, and immunizations, and assists in organizing training, clinics, and events. The position supports the smooth operation of school health services through effective documentation, communication, and organizational skills.

Administrative & Communication Support

• Create, update, and manage directories for Health Services staff and distribute to clinics and other relevant stakeholders.
• Maintain shared folders, process mail, and organize general office files and documents.
• Draft and send regular communications and reminders to principals, RNs, and Health Assistants, including meeting invitations and training updates.

Track and update all Health Services forms due to policy or procedural changes

• Training & Certification
• Monitor training renewals for nurses and health assistants (including substitutes), including CPR/First Aid and Hepatitis B compliance.
• Coordinate staff attendance for back-to-school meetings and new hire orientations.
• Set up CPR/First Aid training classes, reserve venues, manage registration, and process associated documentation.

Purchasing & Inventory

• Manage supply ordering, packing, and distribution for all school clinics.
• Prepare and process purchase orders (POs), quote requests, and requisitions for supplies, mileage, and travel.
• Track inventory levels and compile totals for Health Services Coordinator; manage equipment and supply orders throughout the year.
• Close out prior year POs and open new year POs as budgets are released.

Health Compliance & Reporting

• Track and process Hepatitis B documentation (consents/declinations); send reminders to non-responsive staff.
• Process immunization record requests and upload exemption forms as per policy.
• Send and follow up on AED protocol letters, perform checklist maintenance, and schedule equipment calibrations.

Scheduling & Calendar Management

• Maintain Outlook calendars for staff absences; coordinate health assistant substitute coverage.
• Schedule Caring Van clinics for PreK enrollments and follow up on documentation.
• Organize travel arrangements and logistics for conferences and accreditation visits.

Documentation & Reports

• Compile and send quarterly reports to the Health Services Coordinator.
• Manage folders for incoming documents and arrange secure destruction of outdated files.
• Update Health Services manuals and forms, and ensure printing and distribution with Graphic Arts.

End-of-Year (EOY) Tasks

• Support completion of EOY checklists, including supply and form returns from RNs/HAs.
• Compile and prepare summer school nursing materials.
• Track and close out remaining mileage and travel claims for the fiscal year.

Facilities & Tech Requests

• Submit and follow up on IT and facility-related work orders as needed.
• Performs such other duties as may be assigned.

Ten, eleven or twelve-month basis. Salary and work year to be according to the current schedule.

Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on evaluation of non certified personnel.