Administrative Assistant to the Director of Special Education & Related Services

Job Title

Qualifications: Successful completion of high school. Emphasis in secretarial/clerical skills is desirable.

Reports To

Director of Special Education and Related Services

Job Goal

To provide secretarial/clerical services to the Director of Special Education and Related Services

Performance Responsibilities

Overall responsibilities

1. Acts as receptionist to all office visitors.

2. Directs phone inquiries to Child Study Team members.

3. Posts U.S. mail. Distributes U.S. mail and inter-school mail to Child Study Team staff.

4. Helps to maintain confidential files of all children referred for evaluation or consultation and of all classified students.

5. Receive new transfer student's records, disseminate and enter into database.

6. Develops Child Study Team meeting agendas.

7. Types and generates Board of Education motions.

8. Schedules all outside evaluations by specialist needed for conferences including psychiatrists, neurologists, audiologists and ophthalmologists, and provides them with background information and vouchers.

9. Completes reports County, State, Federal

10. Compiles class lists from IEPs for all special education students.

11. Updates the IEP forms annually.

12. Maintains data for NJ SMART.

13. Types and copies letters, memos, forms, etc. for the Director of Special Education and Related Services.

14. Prepares class lists for related service personnel.

15. SEMI Coordinator maintains database and enters services provided by OOD providers. Answers staff questions. Attend state mandated meetings twice a year. Attend webinars and meets all reporting deadlines.

16. Design, type and maintain Child Study Team forms.

17. Completes special projects for as assigned by the Director of Special Education and Related Services.

18. Completes all home instruction paperwork, i.e. medical paperwork signed by Doctor.

19. Transportation applications

20. Performs all other duties and activities as assigned by the Director of Special Education and Related Services.

Environmental Requirements

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.

1. Exposure to a variety of childhood and adult diseases and illnesses.

2. Work conditions are typical office environment temperatures of 65 to 80 degrees.

3. Work space has typical conditioned airflow ventilation found in a business office environment.

4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.

5. Function in a workplace that is usually moderately quiet but that can be noisy at times.

Physical Demand Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

1. Must be able to sit for long periods of time at an office desk.

2. Speak and hear.

3. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.

4. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls

5. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.

6. Heavy computer utilization with ability to observe a computer monitor for hours of the day is required.

7. Minor standing time for copier utilization from time to time.

8. Ability to lift up to 25 lbs. to move office boxes when necessary.

Employment Conditions

Contract Term: July 1st to June 30th, 12 months

Salary: Discretion of the Board of Education

Terms and Conditions: Conditions outlined in the Non-Bargaining Handbook

Evaluation: In accordance with Board policy

Adoption/Revision Date: February 21, 2023