General Secretary-Special Education Department (12 Months)

The following is a brief list of duties the individual is customarily required to perform; it is not all exhaustive: MAJOR RESPONSIBILITIES: 1.Provide extensive secretarial services for the Director of Special Education and all department staff.2.Provide direct service to Liaisons in preparation and recording of Individualized I.E.P.'s.3.Computerize Progress Reports, I.E.P.'s, Reviews, Re-Evaluations, Amendments, SIMS data, etc. for all special education students.4.Compile and computerize all Mass Health information for GLTHS students.5.Responsible for phone communication re: team meetings, parent meetings, reception and message dissemination for Special Education Department.6.Scheduling and preparation of parent/team appointments/notices.7.Responsible for extensive typing, word processing, record keeping, etc.8.Generate and save all IEPs and psychological reports into the schools hard drive.9.Maintain clerical system for all Individualized Educational Plans.10.Development and maintenance of all Special Education forms, parent information forms, parent's and student's rights form.11.Maintain all aspect of needed supplies, including supplies/equipment service calls.12.Maintenance of staff Sign-In Sheets and attendance records.13.Maintain filing system for student's confidential records and personnel records.14.Provide coverage for the Special Education Administrative secretary in the department when absent.15.Assist Administrative Secretary with work overloads and rush deadlines.16.Maintain scheduling of substitute teachers and class coverage.17.Maintain agenda and minutes of all department meetings.18.Ensure IEP's and progress reports are processed in accordance with special education mandated timelines/due dates, and notify staff of deadlines.19.To provide any other secretarial tasks as required by the Director.20.Compile and maintain room utilization chart with staffing assignments and room numbers in coordination with staff.21.To implement comprehensive documentation, communications, and recordkeeping involved in the GLTHS special needs admissions intake process.22.Prepare, process, and track purchase orders as needed.23.Generate Aspen reports for the Special Education Department.24.Assist the Director in the processing of information systems, processing grading forms, deficiency forms, and verification sheets.25.Prepare the Department Policy and Procedure Manual as determined by the Director.26.Ensure translation for required forms and families.27.Maintain State SIMS reporting Special Education data.28.Process, send and monitor the return of IEPs and other documents through DocuSign.29.Maintain copies of completed MA Rehabilitation and Chapter 688 forms and disseminate to Transition Coordinator.30.Provide support to staff using ASPEN and other technology related issues in the Special Education Department.31.Create PowerPoints, Google forms, and surveys for the Director of Special Education.32.Attends professional development and training(s) to keep skills and technology current as needed.33.Provide secretarial services for grant preparation and related reports and communication, including spreadsheets and maintenance.34.Conducts oneself in an honest and ethical manner and maintains confidentiality at all times.35.Performs other duties as related and instructed by Director.ORGANIZATIONAL RELATIONSHIPS: 1.Responsible to Director of Special Education.2.Must work cooperatively with administration, staff, parents, and community agencies.QUALIFICATIONS: 1.High School Diploma or high school equivalent with computer training.2.Demonstrated proficiency in administrative and clerical procedures and systems such as computer software applications, Microsoft Office, Google Suite, X2-MUNIS, and other department specific software, managing files and records, and other office procedures and terminology.3.Personal qualities; strong organizational skills, and good interpersonal skills.4.Five years of secretarial experience required. The following substitutions may be considered for the required experience: a certificate in office or business administration or related field may substitute for one year; an Associates Degree in a field of study related to office or business administration may substitute for two years, or Bachelors degree in a field of study related to office or business administration may substitute for up to four years experience.5.Experience and/or training operating standard office equipment such as personal computers, multi-line telephone systems, calculator, photocopy machine, fax machine, etc.6.Demonstrated proficiency in administrative and clerical procedures and systems such as computer software applications, managing files and records, and other office procedures and terminology.7.Ability to develop and maintain constructive and cooperative working relationships within department and across departments.8.Ability to plan, organize and accomplish job responsibilities with attention to detail.9.Demonstrated ability to type/keyboard a minimum of 60 error free words per minute.10.Ability to apply basic math concepts to solve problems such as the addition, subtraction, multiplication, and division of all units of measure using whole numbers, common fractions, and decimals.11.Ability to apply general rules to specific problems to produce rational solutions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to solve problems, manage time, and multi-task.