Secretary to the Director of Special Education

Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Experience:

3 years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties:
Clerical Support

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator's calendar.
3. Schedule ARD meetings and process ARD documents in a timely manner.
4. Help manage the Medicaid billing process in the district.
5. Send and request special education records from other districts.
6. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
7. Make travel arrangements including making hotel reservations and turning in conference registration forms.

Reception and Phones

1. Assist Special Education staff, teachers, and parents as needed.
2. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (Special Education Director) or other administrators.

Policy, Reports, and Correspondence

1. Compile pertinent data used to prepare various required state and local reports.
2. Assist with department budget preparation and maintain accurate records of expenditures. Prepare purchase orders and payment authorizations as directed.
3. Compile, maintain, and file all reports, records, and other documents as required.

Other

1. Comply with policies established by federal and state laws and regulations, and local board policy.
2. Maintain confidentiality.
3. Other duties as assigned.

Supervisory Responsibilities:

None
Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress