Secretary - School

Special Services Secretary (236) - Special Services

A reasonable degree of proficiency in typing and keyboarding; Working knowledge of basic computer programs, basic office procedures and the operation of common office equipment and machines; Strong organizational skills and attention to detail; Ability to manage multiple deadlines and work with minimal supervision; Ability to maintain confidentiality and handle sensitive information; Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Reports To: Chief Special Services Officer

Job Goal: To assure the smooth and efficient operation of the Special Services office so that the office's maximum positive impact on the specialized education services provided to students across Putnam City Schools can be realized.

Position Summary: The Special Services Secretary provides comprehensive administrative and clerical support to the Special Services department. This role is essential to the efficient operation of a busy office and requires a high level of professionalism, confidentiality, organization, and collaboration. The Special Services Secretary supports Special Services administrators, regional facilitators, school psychologists, and other staff while ensuring compliance with special education regulations and district procedures.

Performance Responsibilities:

Office Administration & Communication

Performs routine office functions associated with a productive and efficient office environment. Prepares correspondence, reports, notices, and other documents as required. Places, receives, screens, and routes incoming telephone calls and messages. Welcomes visitors, responds to inquiries, and arranges for visitor comfort and assistance. Processes incoming and outgoing correspondence according to established procedures with school site administrators, team leads, teachers, and related service providers.

Records Management & Confidentiality

Maintains required student records in accordance with district, state, and federal regulations. Manages and maintains an organized filing system, including locked confidential files. Oversees the mailing and secure transfer of student files. Manages transfer files and ensures accurate documentation and record tracking.

Data, Compliance, & Special Education Support

Obtains, gathers, organizes, and compiles pertinent data into usable formats. Conducts compliance checks on meeting coversheets and related documentation. Assists with special education data entry and record management in EdPlan. Supports compliance with timelines, documentation requirements, and procedural safeguards.

Enrollment, Transportation, & Logistics

Manages regional enrollments and maintains accurate enrollment records. Submits and tracks transportation requests related to special services students.

Clerical, Financial, & Supply Management

Orders, receives, and maintains office supplies and materials. Performs bookkeeping or financial tracking tasks associated with the position, as assigned.

Collaboration & Support

Provides administrative assistance to Special Services administrators. Assists regional facilitators and school psychologists with scheduling, documentation, and communication. Supports departmental initiatives and projects as assigned. Performs such other duties as may be assigned.

Terms Of Employment: Ten, eleven or twelve-month basis. Salary and work year to be according to the current schedule.

Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on evaluation of non certified personnel.

Putnam City Schools