Secretary - SPED Coordinator (Miller Park)

About the role

The job of Secretary Department/Program/School - SPED (Special Education) Coordinator was established for the purpose of providing a variety of secretarial support to assigned administrators and/or department; establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of material and reports.

Responsibilities

• Compile data (e.g., work orders, budget reports, specialized reports, personnel records) to prepare reports or process requests.
• Coordinate assigned projects and/or program components (e.g., proper distribution of materials to various departments, arrangements for conferences, meetings, travel requirements) to complete activities and/or deliver services timely.
• Maintain a variety of manual and electronic documents, files, and records (e.g., work orders, timesheets, requests) to provide up-to-date information and/or historical reference per administrative guidelines and legal requirements.
• Maintain inventory of supplies and materials (e.g., forms, office supplies) to ensure availability.
• Prepare correspondence, reports, and other materials (e.g., letters, memorandums, minutes, charts, periodic and ad‑hoc reports) to document activities, provide written reference, and convey information.
• Process documents and materials (e.g., timesheets, work orders, requisitions, travel reimbursements) to disseminate information in compliance with administrative guidelines.
• Research assigned topics to provide information that addresses school operations.
• Respond to inquiries from internal and external parties (district staff, other schools, government agencies, the general public, students) to provide information, facilitate communication, and/or give direction.
• Attend department and/or in‑service meetings to convey and/or gather information required to perform functions.
• Perform other related duties as assigned to ensure efficient and effective functioning of the work unit.

Requirements

Skills: Operating standard office equipment; using pertinent software applications; preparing and maintaining accurate records.

Knowledge: Basic math including fractions, percents, and ratios; reading manuals, writing documents following prescribed formats, presenting information; understanding complex multi‑step written and oral instructions. Specific knowledge of commonly accepted office application software and machines; vocational standards.

Abilities: Scheduling activities, meetings, and events; gathering and collating data; using basic job‑related equipment. Flexibility to work with others in various circumstances; work with data using defined processes; operate equipment using standardized methods. Ability to work with diverse individuals/groups; handle varied data; utilize job‑related equipment. Problem‑solving to identify issues and create action plans; independent interpretation of guidelines for data‑related problem solving; moderate equipment‑related problem solving. Specific competencies: maintaining confidentiality; meeting deadlines and schedules; working with detailed information/data; working in multiple locations by assignment.

Responsibility: Working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget; utilizing resources from other work units as needed; continual opportunity to impact organization’s services.

Working Environment: Physical demands include some lifting, carrying, pushing, pulling; significant fine finger dexterity. Typical posture: 70% sitting, 15%