Pupil Personnel Services Clerk (Grade 1, 12 months)

PUPIL PERSONNEL SERVICES CLERK

(Grade 1 12 months)

Position Summary: The purposes of this position is to provide administrative and secretarial support to the Assistant Superintendent of Pupil Services as well as other professional staff this includes maintaining in and out of district special education student records; by assuring that matters are processed and recorded in a timely manner and according to applicable requirements; by initiating the preparation of various lists rosters and registers; by preparing and producing correspondence and reports; and tracking the expenditure of various funds for special education related services and other departments that fall under the administration of pupil personnel. A Secretary to the Department of Pupil Services is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Essential Duties & Responsibilities:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.)

• Maintains related records and reports; prepares maintains files retrieves and disseminates special education student records; monitors records for timeliness information accuracy and completeness; prepares reports for the Assistant Superintendent of Pupil Services and others regarding student placement and programs;
• Maintains and monitors one or more special education funds or accounts (e.g. federal grants) including payroll requisitions payments and account balances; produces related reports; maintains budget details accounts and summaries; monitors expenditures;
• Assists with the preparation of the annual budget;
• Works with the police and others to provide for student safety as necessary;
• Monitors IEPs and other confidential records for timeliness and completeness; makes administrative corrections as appropriate; assists with assuring that all special education mandated timelines are met;
• Maintains inventories of supplies software adaptive equipment and other materials used by students professional staff and others;
• Follows assistive technology consult directives regarding software or adaptive equipment for students;
• Maintains Aspen and other student data bases regarding special education students; prepares various reports for the department staff principals the Assistant Superintendent of Pupil Services and Superintendent of Schools;
• Assists the Assistant Directors and Program Coordinators regarding summer programs parent notices transportation teaching supplies and assistive technology;
• Schedules appointments prepares correspondence and initiates communications with parents and others for the professional staff;
• Prepares correspondence and forms for signature by the Assistant Superintendent of Pupil Services and other professional staff;
• Other functions:
• Screens incoming mail for appropriate distribution;
• Assists with the preparation of the annual budget;
• Performs similar or related work as required or as the situation dictates.

Supervision:

Supervision Scope: S/he processes and coordinates partially and/or entirely the maintenance and completion of student records education plans and reports; s/he organizes and maintains in a neat orderly and current condition the records and supporting materials of actions taken by the Administrator and other professional staff regarding special education students and other programs that fall under the administration of pupil personnel.

Supervision Received: S/he works under the general and specific supervision of the Administrator of Pupil Personnel the two Assistant Directors and is expected to function effectively efficiently and independently. The position is subject to review and evaluation according to the Schools personnel plan policies and practices.

Supervision Given: None

Errors and Omissions: Errors or omissions inadequate coordination untimely work inaccuracies may result in delays in service rework financial loss or have other legal ramifications

Minimum Required Qualifications

Education Training and Experience:

Applicants for this position must have graduated from an accredited high school or possess a GED have three years of office experience. Business/Accounting Bachelors degree preferred.

Knowledge Ability and Skill:

Knowledge: Applicants for this position must have a demonstrated knowledge of excellent office administrative practices and how to efficiently and accurately use word processing spreadsheets database electronic mail and information technology to provide for the effective records and database maintenance. Incumbents must know how to develop and maintain effective administrative techniques understand procedural requirements for the office where assigned and maintain confidential records.

Ability: Applicants for this position must be able to demonstrate the ability to master detailed procedural requirements within reasonable periods of time produce accurate work perform basic bookkeeping and coordinate multiple activities and set priorities. Incumbents must consistently meet procedural deadlines produce accurate work coordinate and administer pending matters produce routine and specialized reports provide responsive services and act within the scope of his/her delegated authority.

Skill: Applicants for this position must have demonstrated skill in organizing work meeting deadlines while working under the pressures of other service demands and in providing courteous effective customer service. Applicants and incumbents in this position must have strong interpersonal skills and ability to multitask. Incumbents in this position must consistently demonstrate high levels of skill in office and records organization adherence to required procedures the use of technology to manage information to efficiently prepare accurate records and reports and to provide courteous communications and coordination.

Physical and Mental Effort

The work is primarily of an intellectual nature requiring close attention to detail operating under the pressures of deadlines mandatory procedural requirements and recurring customer service demands. The employee is frequently required to sit walk talk and/or hear; stand use hands to finger handle or feel objects; and occasionally climb step stool kneel; and reach with hands and arms. The employee must lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and distance vision and the ability to adjust focus. This position requires the ability to efficiently operate a computer keyboard. The employee must be able to hear normal sounds distinguish sound as voice patterns and communicate through human speech using American English.

Job Environment

Administrative work is performed in a moderately noisy office subject to constant interruptions; frequently is subjected to the stress of other administrators

Requires the operation of telephones computers copiers facsimile machines and other standard office equipment

Has constant contact with school administrators school professional staff support staff and frequent contact with parents and other service providers that require patience tact discretion and confidentiality; communications involve multiple media e.g. face to face discussion telephone e-mail and hard copy correspondence.

Salary: In accordance with the WSSA Contract

Non- Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race color religion disability national origin gender gender identity or sexual orientation.

Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in Education (MPDE) in our effort to welcome diverse candidates to our school system. We value and prioritize the hiring of educators who bring a wealth of perspectives and experiences to our schools and who reflect the diversity of the students we serve.

MPDE is a collaborative of public school districts with a 40-year uninterrupted history committed to supporting the interest of its members to increase the numbers of teachers of color for their schools by providing recruitment support and related services.

Required Experience:

IC