Special Education Association Secretary

Quincy Public School District #172

JOB DESCRIPTION TITLE: Special Education Association Secretary

REPORTS TO: Director of Special Education

MINIMUM QUALIFICATIONS: Any combination equivalent to: graduation from high school and two years of responsible clerical experience

CLASSIFICATION: Classified

WORK YEAR: 260 days WORK DAY: 8 hours

SALARY: Per Contract Schedule

EVALUATOR: Director of Special Education

BASIC FUNCTION The Special Education Association Secretary is responsible for all aspects of the Special Education office. The secretary is a contact for students, parents, staff, school district personnel, Board members and the public and non-public entities. When the director is unavailable, the secretary is responsible for managing any situation including confidential Board of Education and personnel matters which may arise by delegating necessary actions to the appropriate personnel.

KNOWLEDGE AND ABILITIES Knowledge of:

1. School Board Policy, including grievance procedures for staff

2. State and Federal grant requirements for public and non-public entities

3. Current district office practices, procedures and equipment

4. Record-keeping techniques and compliance requirements for Board committee meetings, personnel, as well as state grants

5. Operation of a computer technology and data entry techniques

6. Correct English usage grammar, spelling, punctuation and vocabulary

7. Interpersonal skills using confidentiality, tact, patience and courtesy

8. Telephone techniques and etiquette

9. Operations, procedures, specific rules and precedents of the district office

Ability to:

1. Communicate effectively both orally and in writing

2. Establish and maintain cooperative and effective working relationships with others, including state, public and non-public representatives

3. Maintain confidential financial and personnel including grievance reports records and prepare expenditure reports

4. Determine appropriate actions within clearly defined guidelines

5. Work independently

6. Meet schedules and timelines

7. Compose correspondence and written materials independently

8. Operate a variety of office machines and equipment

DUTIES AND RESPONSIBILITIES

Duties and Responsibilities:

1. Compose and evaluate district-wide correspondence for director

2. Review and enter student data into state reporting system

3. Communicate with staff regarding paperwork

4. Prepare confidential student records and state grant required documentation for public and non-public entities.

5. Coordinate and assist in the duplication and dissemination of information to public and non-public entities.

6. Organize and manage the district office, distribute mail and coordinate office supplies and equipment for the district public and non-public schools

7. Coordinate, maintain and manage highly confidential student and staff information and data for the Board of Education

8. Organize appropriate district related activities such as Board and district committee meetings and professional development

9. Organize and maintain state required professional development records including confidential personnel evaluations and stipends

10. Compose, evaluate and disseminate assigned letters and mailings required by the district administrator

11. Answer the phone and greet visitors in a courteous manner

12. Maintain all appropriate records and files necessary to the specific the Special Education department

13. Maintain a clean and comfortable office environment and reception area

14. Prepare correspondence, reports, records and documentation. Duplicate and mail information to parents, teachers and administrators as needed

15. Track required professional development for the department

16. Prepare document for parents and other outside agencies in compliance with records requests

17. Manage the flow of communications throughout the Special Education Department and Board of Education

18. Coordinate with district/school departments for staff and student needs

19. Contribute to effective district public relations by prompt and courteous handling of all inquiries and visitors

20. Inspect office areas and equipment to ensure that any hazards are removed or reported

21. Inspect District property and observe activities on District property for unsafe conditions which may lead to injury; correct any unsafe practices and conditions and to report all other potential safety hazards to their supervisors.

22. Perform other tasks and assume other responsibilities as assigned by the director of Special Education

Job Type: Full-time

Pay: $35,360.00 - $36,275.20 per year

Benefits:

• 401(k)
• Employee assistance program
• Flexible spending account
• Health savings account
• Life insurance
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Quincy, IL 62301: Relocate before starting work (Required)

Work Location: In person