Individualized Educational Program (IEP) Secretary-Sandy Plains ES/Berkshire ES (1.0 10-Months)

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.
• Supports the scheduling of meetings, sends invitations, confirms attendance of participants (parents, staff, agencies), and manages interpreter service, as needed.
• Serves as the collection and dissemination point for paperwork related to the IEP process.
• Supports the creation, maintenance, and organization of 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.
• 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 schools’ operational procedures and confidentiality requirements.
• Handles telephone calls; furnishes and receives information or directs call 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 their 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.
• Schedules use of school facility by school related and outside groups.
• Processes required forms, computing and entering 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 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 record/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 back up assistance to other office clerical personnel to maintain efficient office operations at all times.
• Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes.
• 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

• Possession of a high school diploma or appropriate equivalent.
• Three years of secretarial experience.

Physical And Environmental Conditions

The work of this class is generally sedentary, performed in an office environment, and requires the use of coordination and skill in the operation of word processing and other office equipment.

Conditions Of Employment

• Attend required professional development provided by the Department of Special Education.

Salary

Grade: 02/ESPBC - $23.24 to $42.19 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified Employees Represented by ESPBC, 2026-2027, Effective July 1, 2026)