Secretary to the Director of Pupil Services

Clerical Support For Director Of Pupil Services

Provide clerical support to the Director of Pupil Services in a manner that is professional, diplomatic, and complies with confidentiality requirements.

Essential Duties And Responsibilities

1. Perform clerical duties, including but not limited to answering the phone, opening and distributing mail, scheduling appointments, typing correspondence, meeting agendas, memos, and filing.
2. Support the Pupil Services Team with compliance monitoring and corrective action processes as outlined by the state or federal government.
3. Complete IEP processing of elementary, secondary and gifted documents in systems and for PIMS reporting. Support with 504's, caseloads, Act 16, child count exits, discipline, and special education staffing. This includes running reports weekly and monthly on teacher caseloads and evaluation data.
4. Complete and submit all department state reporting to include Penn Data, Child Count, Exits, discipline, PBIS, Act 16, Special Ed Staffing. Support with PIMs reporting of special education related information including but not limited to: restraint waivers; suspension data, etc.
5. Weekly monitoring and sharing of out of district student placement information. Communicate with alternative/out of district placement schools concerning placement of students to include ensuring all paperwork is received in place for compliance monitoring and timeline adherence including attendance tracking.
6. Manage calendar for Director of Pupil Services and assist with meeting preparations including sharing out minutes or taking minutes for meetings asked to attend.
7. Complete upload of agenda items to the online school board agenda platform
8. Oversee tracking for Special Education students and staff to include specialized transportation, scheduling, as well as confidential records of Special Education students.
9. Distribute student records by Email as requested by other districts when withdrawals occur as well as request documents from students' previous districts and upload to IEP System and set up reporting.
10. Maintain and coordinate legal requests, collection of student data and corresponding agreements. Updates the settlement files online for students noting the costs of educational expenses so that record spending is up to date, in collaboration with the business department.
11. Support with purchase of pick up of food or other hospitality items for events hosted by the pupil services department.
12. Attend and participate in all required meetings and training sessions.
13. Communicate with parents and psychologists in the initiation of evaluations and Special Education services process working under strict timelines and follow-up with the team on the adherence to the timelines by keeping careful log of these dates/timelines.
14. Ensure NOREPs, procedural safeguards, invitations, etc. and other follow-up occurs after completion of re-evaluation, IEP, evaluation reports with the school psychologists, special education teachers, and speech and language therapists.
15. Maintain data management systems as requested (e.g. IEP Writer, Google.doc.).
16. Under the direction of the Director of Pupil Services, process purchase orders for the department. This includes:completing budget transfers to ensure appropriate funds are available for purchases; process the purchase of books, supplies, supplies and curriculum for the Pupil Services department; process psychologist and nursing purchase orders including logging information into the database and ensuring all information is complete.
17. Maintain all contracts both in electronic and hard copy version ensuring updates are added to the files that are kept. After board meetings follow-up to ensure that all Pupil Service contracts are signed and filed in these folders.
18. Maintain credentials for Paraprofessional staff including all training logs, and maintain logs of their 20 hour training requirement. Inform and update the Director of Pupil Services and Special Education Supervisors throughout the year, with staff who are not compliant in a timely manner with this requirement.
19. Assist with new hires and contractual staff. Support the onboarding process for special education instructional assistants and pupil services staff. This includes completing procurements in the online hiring system for positions, scheduling interviews, verifying clearances with Human Resources, collaborating with technology and HR to set up appropriate accounts for new staff, and creating access to the necessary data. Additionally support off boarding procedures for employees who are leaving the District including system updating.
20. Provide receptionist coverage on a rotating basis and as needed.
21. Address parent needs via all forms of communication including unscheduled visits to the District Office.
22. Perform other duties as assigned by the Director of Pupil Services.

Qualifications

1. One (1) year experience in a business environment required.
2. High School diploma necessary Secretarial or business school preferred.

Clearance Qualifications

• Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code) via School Personnel Health Record form.
• Submission of a report of criminal history record from the Pennsylvania State Police (Section 111 of the Pennsylvania School Code).
• FBI Criminal History Record.
• Submission of a clearance report from the Pennsylvania Department of Public Welfare in accordance with Act 151 of 1994 (Child abuse history).

Physical Demands

• Ability to reach above and below the waist.
• Ability to use fingers to pick, feel and grasp objects
• Ability to lift and/or carry supplies and/or papers weighing no more than 20 lbs.
• Ability to mostly sit with some walking, standing or moving throughout the work environment

Work Environment

• Typical office environment
• Subject to inside environmental conditions

Temperament

• Must possess excellent interpersonal skills
• Must be able to work in an environment with frequent interruptions
• Able to make judgments and work under high level of stress

Cognitive Ability

• Ability to communicate effectively
• Ability to organize tasks.
• Ability to handle multiple tasks Ability to exercise good judgment

Specific Skills

• Must possess leadership skills
• Must possess computer skills
• Ability to operate various office equipment

Schedule: 12-month, full-time

Compensation: $22 per hour, non-exempt

Benefits: Medical, Rx, dental, vision, retirement via PSERS, paid time off starting your first day of employment

Must have current Act 34, 151 & 114 Clearances

Pottsgrove School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.