School Secretary

School Secretary

Qualifications: High school diploma or equivalent. Clerical experience requiring public contact, preferably in a school district. Ability to fluently speak, read, and write Spanish or Polish, preferred. Willingness to work cooperatively with others and assist with a variety of tasks. Ability to work independently. Ability to meet deadlines. Ability to learn new tasks quickly. Ability to maintain an accurate and efficient filing system. Strong organizational and communication skills. Ability to maintain confidentiality. Ability to think and act flexibly. Proficiency in office platforms (Google Suite) and ability to learn student information systems, and communication tools.

Reports To: Special Education Coordinator(s)

Job Goals: To assist and relieve the principal of paperwork and impedimenta so that he/she may devote maximum attention to the central problems of education and educational administration.

Performance Responsibilities: Provides front office reception including: greeting parents, visitors, and guests, maintaining reception area organized and neat, displaying brochures/posters, answering/routing calls to appropriate areas. Provides clerical and administrative support to the school's administration, teachers, students, and parents. Manages student registration and confidential records. Assists the transportation department with routing and transportation needs/student issues. Handles school correspondence/communications including obtaining, gathering and organizing as needed and distributes mail/district communication. Maintains a regular filing system, confidential files, digital computer files, and processes incoming correspondence as instructed. Maintains supply inventory and orders additional supplies as needed. Performs any bookkeeping tasks. Schedules appointments and arranges for conferences and interviews for the Principal as directed. Administers first aid and oversees students who are on medication/diabetes, inhalers as necessary. Responsible for the employee absences. Maintains record of absence, sick or release time. Responsible for paraprofessional, recess/lunch supervisor, and custodian timesheets. Responsible for managing student registration. Responsible for managing purchase orders for staff members. Maintains the school's webpage and ensures written communications are accurate and reflect the Principal's intended messaging. Demonstrates initiative. Dresses in a neat, clean, and appropriate manner. Maintains a professional office environment. Maintains professional relationships and works cooperatively with faculty, staff, parents, and visitors. Demonstrates the ability to meet deadlines, work on multiple projects, and coordinate the work of others. Observes and follows all school district policies at all times. Other duties as assigned by the Principal, which are consistent within the general requirements and qualifications of the position.

Schedule and coordinate IEP meetings, evaluations, annual reviews, and other special education meetings with staff and families. Maintain accurate and up-to-date special education student records, files, and documentation. Update and maintain the district's special education caseload regularly, ensuring student information, placements, and services are accurately reflected. Prepare and distribute meeting notices, parent correspondence, consent forms, and other required special education paperwork. Monitor upcoming IEP meeting dates, evaluation timelines, and annual review deadlines, notifying appropriate staff of approaching due dates. Assist with finalizing IEP paperwork, including obtaining required signatures, distributing finalized documents, and maintaining completed records. Communicate with parents, teachers, related service providers, administrators, and outside agencies regarding scheduling, documentation, and administrative needs. Maintain and update student information in special education management systems, including Embrace and PowerSchool, as appropriate. Coordinate requests for special education records, including obtaining, organizing, and transferring student files between schools, districts, and outside placements. Provide general administrative support to the Special Education Coordinator(s), including preparing reports, maintaining spreadsheets, organizing documentation, and ensuring confidentiality of student information.

Salary: $46 to $49K based on experience. Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Educational Support Personnel. Terms of Employment: The work period shall be 46 weeks per year. Time off will be one week during Winter Break, Spring Break and four weeks during the month of July. Salary to be established by the Board.