Secretary: State & Federal Programs - Records - Administration

POSITION SUMMARY:

This position provides office and secretarial support to the special education department. The secretary drafts and prepares correspondence and reports, answers the telephone providing information to a variety of callers, and performs a variety of other office and secretarial duties to support the operation of the program. Assignments may include coordinating standardized special education, or providing billing, accounting, and budget administrative analysis, data tracking and support. The position promotes positive public relations for the District.

QUALIFICATIONS:

• High school diploma or equivalent.
• Five years of increasingly responsible office, secretarial and accounting experience required.
• Alternative combinations of advanced training and experience may be substituted.

KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge and ability in general office management, telephone and clerical practices and procedures.
• Ability to use and stay current with standard office technology, including office machines, computer, and software programs.
• Keyboarding, editing, data entry, and formatting skills.
• Strong written and verbal English skills.
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Ability to compute ratio and percent and to interpret graphs.
• Ability to set up and maintain accurate electronic and hard copy databases and filing systems.
• Ability to organize and set priorities and meet deadlines.
• Flexibility and ability to handle multiple tasks effectively.
• Ability to work effectively under pressure and with frequent interruptions.
• Ability to organize activities, attend to detail, and follow tasks through to completion.
• Good listening skills.
• Maintains a high level of confidentiality.
• Remains objective, fair and open minded.
• Ability to work accurately and independently with minimal supervision or work in a team environment.
• Ability to establish and maintain effective and positive working relationships with students, staff, parents, and the general public.
• Ability to positively and effectively represent the school district to office visitors and telephone callers.
• Effective oral and written communication skills. Ability to write reports and correspondence.
• Ability to read and interpret documents, such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to apply common sense understanding and problem-solving skills to carry out instructions in written, oral, or diagram form.
• Ability to perform duties with awareness of all district requirements and board of education procedures.

• Assists the Director and Office Coordinator in providing information to special education professionals, attorneys, and staff on regulations and requirements.
• Assists the Director with Special Education and Section 504 coordination, compliance, and documentation.
• Answers and responds to telephone and in-person inquiries from District staff, parents, and the public. Provides information or routes calls to appropriate staff members; takes messages.
• Processes correspondence, forms, memoranda, and reports, duplicates and prepares materials for distribution or mailing. Initiates and composes correspondence. Determines layouts, formats and other related details.
• Sets up and maintains accurate files; keeps track of new students, transfers, and withdrawals. Prepares reports and lists as necessary.
• Gathers and maintains necessary program data. Sets up and maintains data management programs. Uses data to prepare necessary reports.
• Performs a wide variety of complex state and federal project duties, including reviewing regulatory standards and requirements with the Director, designing and implementing project systems, tracking, controls, updates, and reports.
• Coordinates and processes special education records; updates special education student information in databases; prepares and runs reports.
• Receives, processes, and prioritizes mail for director; maintains follow-up files.
• Sets and maintains priorities for work in close collaboration with the Director and Office Coordinator.
• Performs related duties as assigned.