Special Education Secretary

Under the direct supervision of a School Department Head, provide a wide variety of complex and confidential administrative and secretarial support. Communicate information to school district employees, students, parents, and others as required, and assist in ensuring compliance of department/program activities with legal, administrative, and District policy requirements.

Responsibilities

• Composes documents (e.g., correspondence, bulletins, reports) for Department Head or other Department staff to request or provide information, confirm events, etc.
• Prepares, copies, and distributes notices, memoranda, or other correspondence to inform school employees, students, parents, and others regarding activities, events, or other work-related matters.
• Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight.
• Attends Department and other related meetings as assigned to convey and/or gather information required to perform functions.
• Assists in maintaining the daily/weekly/monthly calendar of the Department Head to coordinate scheduling of work-related appointments, activities, and meetings.
• Assists in planning and scheduling department events and activities, and maintains a calendar of department events.
• Assists in overseeing the workload of the Department Head to maximize efficiency and meet operational requirements.
• Assists in maintaining documents, files, and records to provide up-to-date reference and audit trail for compliance.
• Answers telephone calls and provides information and assistance to callers.
• Serves as liaison with outside organizations related to department activities and work.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the department.

Requirements

• Ability to describe problems and communicate orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others.
• Ability to carry out instructions furnished in written or oral form.
• Ability to perform arithmetic operations as needed for the position.
• Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
• Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to the department (e.g., Pupil Services, Human Resources, Facilities and Business).
• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.

Qualifications

• Graduation from high school.
• College-level coursework in business, word processing, and office procedures preferred.
• Associate’s or Bachelor’s degree preferred.
• Successful experience with office management in a related area preferred.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, and telephone.

Travel

Limited travel to and from meetings may be required.