Special Education Secretary

Gravette School District
Position Description
Position Title:Special Education Secretary
Department:Special Education
Reports to:Special Education Director
Evaluated by:Special Education Director
SUMMARY: The job of Special Education Secretary provides secretarial support to Special Education personnel; coordinating and monitoring Special Education records, files, activities and reporting; and providing information, recommendations and/or direction as may be requested by assigned administrator.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned. (NOTE: duties may vary according to building level and according to distribution of duties among multiple secretaries.)

• Communicate regularly with various internal and external publics to develop and maintain a positive school/community relationship.

• Greet visitors/students/public coming into the office providing assistance with routine questions or directing visitors to appropriate parties.
• Respond to a variety of program-specific and district-general inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and/or direction.

• Prepare correspondence, forms, reports, etc., for the director and other department staff members using a computer.
• Perform routine office management tasks.
• Maintain physical and computerized departmental files.
• Maintain and distribute Special Education conference and meeting schedules and changes including informing office and teachers of Special Education meeting/conference dates and time.
• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Receive, sort, and distribute mail and other documents to department staff.
• Destruction of Special Education records following Arkansas and federal guidelines.
• Communicate with other districts and agencies in reference to Special Education student records and other confidential information and requesting Special Education records form previous districts for newly enrolled students.
• Enter data into department files and records either hard copy of data files/records in District computer files/records (examples might include workshop hours, class/student lists, vendor lists, Medicaid billing, etc.)
• Copy and duplicate materials requested.
• Assist other clerical/secretarial staff by providing them support in accomplishing their job duties in times of peak demand or to meet work priorities.
• Type, prepare, distribute, and file records, reports, correspondence, mailings, etc. related to department functions and director needs. This may include documentation and communication related to scheduling and confirming conferences, copying documents for Special Education personnel in preparation for conferences, and coordinating rescheduling of conferences.
• Order, process, and maintain office supplies and equipment and operate standard office equipment.
• Process requisitions and purchase orders.
• Maintain due process paperwork timelines and teacher information as directed.
• Maintain a variety of manual and electronic documents, files and records (confidential and non-confidential) (e.g. paperwork for Special Education conferences, materials received/sent, department/program budget data, employee records, 3rd party billing, financial records/fiscal budgets, workshop registrations, private placement eligibility, recertification hours, IEP's, psychological evaluations, student data, therapy evaluations, etc.) for the purpose of providing up-to-date reference and audit trail.
• Maintain and compute the following: student counts for funding, data entry, student records, staff records, fiscal budgeting and records, library inventory, supply and material ordering and distribution, assessment records and correspondences, inventory records, ESY, in-service planning, all records and reports required by Special Education law.
• Attend training sessions, district in-services or staff meetings, including meetings/trainings on Special Education processes and procedures.
• Assist in special projects, as appropriate.
• Learns and is cross trained in other administrative and support functions within the department/program/building.
• Prepare Special Education folders for new referrals and/or transfer students.
• Assist IEP and Evaluation case managers in sending necessary due process materials to parents, assessment team members, etc.
• Tracking assessment timelines and other necessary due process timelines.
• Apply and use word processing applications, basic spreadsheet and database applications.
• Create new entries in SpedTrack for newly enrolled students, and becoming knowledgeable about other aspects/capabilities of SpedTrack.
• Maintain confidentiality in all aspects of the position as records and other information managed and maintained may contain content covered by both FERPA and HIPPA regulations.

SUPERVISORY RESPONSIBILITIES:
None. May assist in directing the work of clerical aides or student office assistants.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Accounting experience preferred.
EDUCATION and/or EXPERIENCE:
High school diploma; some college preferred.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS and ABILITIES:
Ability to pass a typing test at 55 words per minute. Ability to operate a computer and related software. Ability to get along with other people. Patience in dealing with public and colleagues. Ability to develop effective working relationships with parents, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to maintain confidentiality at the highest level.

• Experience with Microsoft Office including Word and Excel and Google Suite.
• Knowledge of Special Education Due Process Procedures.
• Excellent organizational skills.
• Excellent communication skills.
• Excellent attention to detail.
• Must have strong communication and organizational skills.
• Ability to interact positively with staff, administration, and the public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee occasionally lifts and/or pushes up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment may vary from quiet to noisy.
The information contained in this job description is for compliance with the Americans with Disabilities (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.