Administrative Secretary to Special Education Director

Position Type:
Office Support/Clerical

Date Posted:
6/4/2025

Location:
District Office

Date Available:
07/01/2025

Closing Date:
06/18/2025 Administrative Secretary to the Special Education Director
Department: Special Education
Reports to: Director of Special Education
Placement: Depending on experience - Classified
Term: 261 Calendar
Salary: $19.75 to $28.15 (based on education and experience)

The Administrative Secretary to the Special Education Director provides comprehensive
administrative and clerical support to the Special Education Department, ensuring efficient office
operations and compliance with legal, financial, and administrative requirements. This role
involves managing data, preparing reports, coordinating meetings and events, maintaining
records, handling communication with internal and external stakeholders, and supporting
budgetary processes. The Administrative Secretary plays a critical role in facilitating smooth
operations within the department, supporting the Special Education Director, and assisting in the
effective delivery of services to students and staff.

Essential Functions:
1. Data Management & Reporting:
? Compile and analyze data from various sources (e.g., state reports, budget
reports, specialized reports) to ensure compliance with financial, legal, and
administrative requirements.
? Prepare, review, and finalize a variety of documents, including correspondence,
agendas, minutes, state reports, and bulletins, ensuring compliance with
established guidelines.
2. Project & Program Coordination:
? Coordinate departmental projects, meetings, in-service days, workshops, and
travel arrangements to ensure smooth operation and adherence to established
guidelines.
? Work with contracting companies to ensure coverage and support for the
department's activities.
3. Communication & Liaison:
? Respond to inquiries from internal and external parties (e.g., staff, parents,
students, public agencies), providing information, facilitating communication, and
directing to appropriate personnel when necessary.
? Serve as liaison for the department, relaying information between staff, parents,
and outside agencies.
? Represent the Special Education Director in their absence, conveying information
and facilitating communication.
4. Clerical & Administrative Support:
? Perform general clerical duties (e.g., scheduling, filing, copying, faxing, data
entry, answering phones) to support office operations.
? Complete pars as directed for department needs.
? Prepare correspondence, reports, and other documents from rough drafts, notes,
or tapes, ensuring accuracy in grammar, spelling, punctuation, and content.
5. Document & Record Maintenance:
? Maintain electronic and manual files (e.g., student special education files, budget
data, department staffing) in compliance with legal and administrative
requirements.
? Create and maintain the special education organizational chart to ensure clarity
throughout the district.
6. Meeting & Event Coordination:
? Plan and arrange meetings, conferences, and workshops, ensuring all logistical
details (e.g., location, travel, materials) are in place.
? Attend and take minutes at meetings, providing administrative support as
needed.
7. Financial & Budget Management:
? Monitor department purchase orders and reconcile account balances to ensure
compliance with budgetary and financial guidelines.
? Track departmental budgets, monitor expenditures, and prepare reports for
supervisors or assigned staff.
8. Personnel & Staff Support:
? Assist in the orientation of new site personnel, ensuring effective integration into
the special education department.
? Provide administrative support to assigned staff, including composing
correspondence, summarizing reports, and resolving issues within the scope of
the role.
9. Administrative Support for Supervisor:
? Provide high-level administrative and secretarial support to the Special Education
Director and assigned staff, including composing replies to correspondence,
summarizing reports, and addressing issues within the scope of the position.
? Manage calendars, schedule meetings, and make travel arrangements, ensuring
efficient use of the director's time and resources.
10. Miscellaneous Responsibilities:
? Procure supplies and materials to maintain necessary resources for the
department.
? Prepare and distribute materials such as manuals, notices, and agendas,
requiring specialized knowledge of the department's functions.

Training and Experience:
? High School Diploma.
? Experience in a clerical position.
? Two or more years of secretarial/clerical experience preferred.
? Experience/knowledge of general accounting practices preferred.
Knowledge of:
? Google Drive applications
? General Office procedures.
? Basic Computer skills.

Physical Requirements:
Positions in this class typically require: climbing, crawling, stooping, kneeling, crouching,
standing, walking, pushing, reaching, lifting, feeling, talking, hearing, seeing, and repetitive
motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of
force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work
involves sitting most of the time. Jobs are sedentary if walking and standing are required only
occasionally and all other sedentary criteria are met. The noise level in the work environment is
usually moderate.

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.

When duties and responsibilities change and develop, this job description will be reviewed and
subject to changes of business necessity.

Notice of Non-Discrimination
The Apache Junction Unified School District does not discriminate on the basis of age, race,
color, national origin, sex (including sexual orientation) or disability in its employment practices.