JOB TITLE: ADMINISTRATIVE SECRETARY - SPECIAL SERVICES

DEPARTMENT: Special Services Office

REPORTS TO: Director of Special Services

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 5

SUPERVISORY DUTIES: None

APPROVED ON: 2/14/2023

SUMMARY:  Provides direct support to the Director of Special Services and special education staff, district-wide. Performs office and administrative support functions in support of district special education programs. Ensures professional and effective communication with parents, administrators, staff, vendors, and local and state agencies. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Maintains a thorough understanding of district special education programs, policies and procedures
• Keeps abreast of current state and federal education laws including IDEA and FERPA
• Assists Director with all administrative responsibilities
• Receives incoming phone calls and greets and directs visitors
• Assists with the preparation and administration of special education grants, ensuring compliance with mandated budgetary requirements
• Creates purchase requisitions for vendors, staff and supplies
• Tracks purchase order expenditures and submits receipts and invoices to accounts payable for payment and/or reimbursement
• Random Moment Time Study Coordinator for the federal Medicaid billing program
• Assists with planning and implementation of special education staff professional development and training
• Provides administrative support to district special education programs including,TSW and ESY and preschool
• Arranges conference travel for Director
• Orders and receive all supplies for the special services office and staff
• Processes all employee absences and leave requests
• Collects all time sheets and checks for accuracy in Timeclock 
• Ensures that all outgoing U.S. mail is properly sorted and incoming mail is distributed to proper recipients
• Coordinates required trainings for CPR /FA and CPI
• Assists with Time and Effort Distribution Records and Logs for Special Education 

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Ability to communicate effectively verbally and in writing
• Ability to do perform multiple clerical functions simultaneously
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict in a professional manner

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 2-3 years previous office clerical experience
• Experience with various modern office equipment and systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.

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 the 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 required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.