IEP Office Secretary - 10 mos. (0.5 Joppa View/0.5 Vincent Farm Elementary

About the role

Performs general office secretarial and clerical duties in elementary or secondary schools on matters related to special education. Provides crucial clerical support for the Individualized Educational Program (IEP) process.

Responsibilities

• Performs a full range of skilled word processing functions.
• Develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
• Provides administrative support for the Individualized Education Program process; schedules IEP meetings, manages confidential student records and files, prepares and distributes required documents, tracks federal/state compliance timelines, uses special education software, and communicates with parents and staff, ensuring smooth, compliant operations for special education services.
• Schedules meetings, sends invitations, confirms attendance of participants (parents, staff, agencies), and manages interpreter service, as needed.
• Assists in creating, maintaining, and organizing confidential student special education files; prepares and mails prior written notices and other documents related to the IEP process.
• Aids in the dissemination, collection, and submission of Medicaid billing forms.
• Inputs student information into the web-based IEP management system and utilizes the system to support preparation for IEP team meetings.
• Tracks deadlines for referrals, evaluations, and reviews to ensure adherence to federal and state regulations.
• Supports with communication to stakeholders in meeting deadlines related to the IEP process. Serves as the primary point of contact, directing communications for the IEP process and liaising with parents, teachers, and others.
• Composes correspondence and memos. Prepares specialized documents and technical reports.
• Creates documents for mass mailings. Produces charts, graphs, and tables.
• Performs typing assignments with required skill and accuracy.
• Processes and records work which is often of a confidential nature.
• Sets up and operates automated scheduling and attendance procedures; keeps a current file maintenance system for all schedule, attendance, and interim reports in a systematic filing scheme.
• Registers new students, assists with student orientation, may set up and maintain bus schedules.
• Processes incoming and outgoing record folders; maintains class and school enrollment data. Maintains data on the student information system.
• Greets visitors, answers inquiries and/or directs them to appropriate school personnel. Works with parents, social services, law enforcement personnel, and other visitors, furnishing and obtaining information in accordance with the school's operational procedures and confidentiality requirements.
• Handles telephone calls; furnishes and receives information or directs calls to proper person or office.
• Processes incoming and outgoing mail. Obtains and calls in daily lunch count. Maintains small fund for making student loans.
• Assists students with personal problems, e.g., missing bus, lost and found, etc. Obtains substitute teachers when required. May assist in the library. Maintains supply of and controls issuance and return of keys for school facilities and equipment.
• Arranges team and parent-teacher conferences. Responsible for team notices and minutes. Makes arrangements for field trips, obtains parental permission, charter transportation vehicles, determines cost, and may collect fees from students.
• Schedules use of school facilities by school-related and outside groups. Processes required forms, computes and enters standard fees. Notifies appropriate personnel for custodial and/or technical coverage.
• Maintains inventory of school materials and standard office supplies; obtains needed supplies as required. May be the principal’s designee for administering prescribed medication and attends to the health needs of students during the absence of the nurse, excluding situations where there is exposure to blood and bodily fluids.
• Operates various office equipment and computers, including personal computer/device, photocopying equipment, duplicating machines, laminator, etc. May perform routine maintenance and arrange for service and/or repair of equipment.
• Prepares and maintains up-to-date records of all students on class list and attendance report/reports.
• Signs students in and out of school. Issues tardy passes and keeps absentee/tardy records.
• Assists with the preparation of instructional requests, including end-of-semester exams, tests, and other such materials as assigned.
• Provides backup assistance to other office clerical personnel to maintain efficient office operations at all times.
• Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.
• Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding special education.
• Performs other duties as assigned.

Qualifications

• Education, Training and Experience: Possession of a high school diploma or equivalent. Three years of secretarial and/or clerical work experience.
• Knowledge, Skills and Abilities: Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of word processing, spreadsheet, and database software applications. Knowledge of office equipment. Knowledge of special education processes preferred. Skill in performing secretarial and clerical duties. Skill in maintaining records and preparing reports. Skill in composing correspondence. Skill in applying established policies and procedures to work problems. Demonstrated ability to type 40 words per minute. Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public. Ability to communicate clearly and effectively. Ability to appropriately maintain confidential information and records.

Benefits

• Eligible for the Maryland State Retirement System.
• Comprehensive benefits program including options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans.
• Paid holidays, sick, personal business, and bereavement days, and flexible leave options such as FMLA, sick bank, and board approved leaves.

Application Instructions

Please read and carefully follow the instructions provided below. Applicants are required to have a completed application on file for employment with Baltimore County Public Schools (BCPS). Information on your resume and application must match. This information is necessary for salary determination should you receive an offer of employment. Professional references must be submitted to complete your application. Examples of professional references include current and former principals, supervisors, managers, mentor teachers, and university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted. Be sure to account for all periods of employment and unemployment. Failure to complete all fields of the "Work Experience" section of the application may result in your application not being considered. A resume will not be the only document considered in determining your qualifications for a position. You MUST attach your unofficial transcript(s) or license(s) to your application if you are applying for a position as a teacher or position which requires Licensure/Certification. Proof of Licenses, Certifications and Education Applicants are required to submit proof of licenses, certifications, and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable only at the application stage. Official transcripts must be provided only after you have accepted a contingent offer. Failure to submit proof of Licenses, Certifications and Education may result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with your application. Proof of Degree Equivalence Applicants who have obtained a degree from outside the United States are required to submit degree equivalence documentation from a MSDE approved Foreign Transcript Evaluation Agency. This information is located on the MSDE website at https://marylandpublicschools.org/about/Pages/DEE/Certification/Foreign-Transcript-Evaluation-Agencies.aspx