Administration - Secretary to the Department of Special Education

ESSENTIAL FUNCTIONS

1. Provide primary secretarial support to the Supervisor of Special Education.
2. Prepare correspondence, reports, presentations, and departmental documents.
3. Maintain calendars, schedule appointments, and coordinate meetings, conferences, and trainings.
4. Answer telephone calls, respond to routine inquiries, and direct calls as appropriate.
5. Assist with preparation, distribution, and filing of special education documents, including evaluation reports, meeting
notices, and related paperwork.
6. Track timelines for required processes and assist staff in meeting compliance deadlines.
7. Maintain documentation required for state and federal reporting.
8. Support preparation of materials for compliance monitoring, audits, and program reviews.
9. Maintain confidential student special education files in accordance with FERPA, IDEA, and district policies.
10. Organize and maintain electronic and paper filing systems for departmental records.
11. Process student record requests, transfers, and archiving as directed.
12. Coordinate scheduling of IEP team meetings, conferences, and departmental meetings.
13. Prepare meeting packets, agendas, and required documentation.
14. Assist with recording and distributing meeting summaries or follow-up materials as directed.
15. Assist with purchase orders, invoices, and budget documentation for the Special Education Department.
16. Maintain records of program expenditures as assigned.
17. Order and maintain office supplies and departmental materials.
18. Serve as a liaison between the Special Education Office, schools, families, outside agencies, and service providers.
19. Assist with departmental mailings, notices, and communications to parents and staff.
20. Assist and coordinate payroll documentation for review

Performs other duties as assigned.

Education

Education Level

Education Details

Req

Pref

Work Experience

Experience

Experience Details

Req

Pref

Analytical Demands

Supervision

Sensory Abilities

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Visual acuity and auditory acuity.

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Ability to communicate effectively in all aspects of the job.

Temperament

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Must possess excellent interpersonal skills.

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Ability to make judgments and work under high level of stress.

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Must be cooperative, congenial, and service oriented.

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Able to make judgments and work in situations that may be stressful.

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Ability to work as a coordinator and a member of a team.

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Must be courteous and able to effectively manage job responsibilities.

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Must be cooperative, congenial, service oriented, and promote these qualities.

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Ability to work in an environment with frequent interruptions.

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Ability to be respectful and empathetic.

Cognitive Ability

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Ability to communicate effectively.

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Ability to organize tasks.

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Ability to exercise good judgment.

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Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.

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Ability to establish and maintain rapport with students, parents, athletic staff, alumni, Joint Operating Committee members, booster groups, staff, co-workers, and general community.

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Ability to work on multiple tasks and prioritize appropriately.

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Ability to recognize areas of concern and propose or recommend appropriate solutions to problems.

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Maintains productive working relationship with immediate supervisor.

Specific Skills

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Must possess active listening skills.

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Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.

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Able to adjust to changes in the work environment.

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Reports to work on time, gives a full day’s work and makes effective use of time while on the job.

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Maintains a good attitude toward administration, fellow employees and the public.

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Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.

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Proofreads work for grammar and spelling accuracy.

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Ability to compose clear, concise sentences and paragraphs.

Workplace Expectations

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Acknowledges individuals’ requests and handles them in a friendly and courteous manner.

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Promotes a positive team environment through active cooperation with others.

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Maintains awareness of the Career and Technology Center’s policies and procedures. Follows the chain of command.

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Shows initiative and works with minimal supervision.

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When appropriate, incorporates progressive ideas/concepts into daily responsibilities.

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Responds appropriately to supervision and direction.

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Dresses appropriately for job environment.

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Ability to follow directions and give direction to others.

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Ability to work independently and make work-related decisions.

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Ability to exercise good judgment in prioritizing tasks.

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Ability to communicate effectively at all organizational levels.

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Ability to use computer technology efficiently including word processing, presentation/webpage software, PowerPoint and Excel software applications.

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Ability to appropriately handle confidential information in accordance with Career and Technology Center policies.