Student Services Secretary

BUILDING: DISTRICT OFFICE


REPORTS TO: STUDENT SERVICES DIRECTOR

EMPLOYMENT STATUS: FULL-TIME DESCRIPTION:


? Passion for education and student well-being


? Effective mentoring and guidance for students


? Strong communication and collaboration skills


? Continuous learning and professional development


? Forward-thinking planning and strategic decision-making


? Openness to two-way communication and community engagement

JOB GOAL: To assist the Student Services Director and members of the department, including intervention specialists, related services, ELL instructors, and 504 case managers in the day-to-day operations of the Special Education Department's office, and to serve as a liaison for building administrators.


QUALIFICATIONS and CHARACTERISTICS:


? Ability to implement office administration principles (i.e., organization, procedures, etc.)


? Embraces high-performance standards (e.g., engagement, proficiency, resilience, etc.)


? High school diploma or GED. Significant secretarial and data processing work experience, preferably in special education and/or pupil services.


? Maintains a record free of criminal violations that prohibit public school employment.


? Valid Ohio driver's license, or ability to obtain license


? Dependable


? Person of integrity


? Detail oriented


? Demonstrated strong organizational and problem solving skills


? Demonstrated effective time management skills


? Demonstrated ability to work effectively with others


? Demonstrated ability to be an active listener and problem solver

PERFORMANCE RESPONSIBILITIES:


1. Delivers effective secretarial services. Sustains a supportive office environment that advances professionalism and a shared commitment to organizational outcomes.


2. Provides backup support for other departments. Assists with special projects as directed.


3. Schedules appointments and serves as central scheduler for all IEP and 504 meetings, including informal parent/team meetings within the department, and ELL Plan meetings. Organizes materials for meetings. Transcribes minutes as requested.


4. Sorts and distributes mail. Prepare photocopies. Collates printed materials.


5. Answers/directs telephone calls. Prepares detailed messages when employees are not available.


6. Maintains a supply of checklists, assessments, enrollment forms, etc.


7. Maintains effective document and records management systems. Prepares timely files. Monitors reporting deadlines. Complies with district records retention and disposal policies.


8. Identifies work priorities to focus on tasks that require immediate attention.


9. Assists office visitors. Answers routine questions or directs inquiries to appropriate staff.


10. Assists with the office inventory control system to maintain dependable supply levels.


11. Maintains a record of special education placements including out-of-district students, meeting dates and due dates.


12. Creates an annual list of special education staff for the district; building location, grade level, teaching assignment and caseload.


13. Assists in Home Instruction processes for the district i.e. applications, staff communication, time-sheets, BoardDocs, etc.


14. Works with district personnel to facilitate Child Find activities.


15. Obtains authorized "release of information" consent forms.


16. Manages and inputs data into Student Information Systems (PowerSchool and SameGoal).


17. Supports district with special education software (Google, Q-Global) etc.


18. Supports the procedures and compliance of the department including: IEP/ETR, Enrollment, Withdrawal, Child Count, Threshold Costs.


19. Bi-weekly review of error reports from EMIS Coordinator to ensure timely correction of data entry errors and accurate reporting prior to annual June collection.


20. Manages the special education budget process: prepares and updates the annual budget, contracts with special education service vendors, processes payment vouchers, and federal and state budget reports.


21. Prepares purchase requisitions. Maintains procurement records. Receives deliveries. Reconciles invoices. Monitors vendor performance (e.g., customer service, product quality, reliability, etc.)

WORK ENVIRONMENT CHARACTERISTIC CONDITIONS:


The work environment characteristics, described here, are not listed in order of importance, and are representative of those an employee encounters while completing the duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.


? Frequent work that may extend beyond the normal workday


? Occasional exposure to blood, bodily fluids and tissue


? Occasional operation of a vehicle under inclement weather conditions


? Occasional interaction among unruly children/adults


? Many situations that require repetitive hand motion, e.g., computer keyboard, typing and writing


? Consistent requirements to sit, stand, walk, hear, see, read and speak, reach, stretch with hands and arms, crouch, kneel and climb and stoop


? Frequent interruption of duties by students, visitors, staff, and telephones

EVALUATION: Performance of these responsibilities will be evaluated by the Student Services Director.