Specialized Student Services Records Secretary C

Position Type:
Secretary / Clerical/Department Secretary
Date Posted:
10/23/2023
Location:
Educational Service Center (ESC)
Date Available:
ASAP
Closing Date:
Until Filled
Position / Title:Specialized Student Services Records Secretary C
Bargaining Unit: DUSA
Department/Location:Specialized Student Records
Calendar Days: 260
Reports To: Director of Specialized Student Services
JD Revision Date: 10/24/2023
Supervises: N/A
Function / Position Summary
Develop a uniform, district-wide system of student record keeping, and to assure protection and confidentiality of student records as specified by State and Federal regulations. Provide responsive, quality service to our schools and public in regards to student record keeping and real-time data and support Special Education Administrators. Exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.
Job Duties / Responsibilities

• Manage and maintain all special education student files.
• Create and manage a database system of student records.
• Enter and retrieve student information in the Embrace system.
• Assist Special Ed Administrators with scheduling IEP meetings; invite and correspond with school's service teams.
• Process, file or purge active and inactive district and private placement special education records by the end of each school year according to State and Federal guidelines.
• Process all requests for student records in compliance with State and Federal guidelines and District policies.
• Process and file protocols and incoming special education student documents.
• Process ESY purchase order requests. 9. Provide secretarial support to Specialized Student Services Administrators.
• Provide secretarial support to the Extended School Year program.
• Maintain inventory and ordering of supplies and materials (e.g. forms, office supplies, CAC, etc.) for Specialized Student Services administrators, secretaries, and staff.
• Provide additional Specialized Student Services secretarial support as needed.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five years of secretarial experience in a school setting preferred.
• Bilingual - Spanish/English (written/verbal) preferred.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines
• Familiar with Embrace and IEPoint preferred.

Physical Demands

• Ability to work on a computer/telephone and file over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)
Classification A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks
• Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, Including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer program Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including classifications A and B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications.
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12 month position.
• Salary and benefits as established by the Board of Education.

Additional Information:

• $17.83 is the starting rate of pay
• 8 hours per day
• Benefit/Pension eligible

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