Job Details

Special Services Secretary

The job of the Special Services Secretary assists the assigned school teams in managing meetings, parent communications, student records and other information necessary for the efficient and effective operation of special services programs. The Special Services Secretary will convey information regarding school and/or District functions and procedures and ensure compliance with state and federal legal requirements.

Minimum Qualifications:

• Experience Required: Prior job-related experience with in special services with increasing responsibility.
• Education Required: High school diploma or equivalent
• Licenses, Certifications, Bonding, and/or Testing Required: Criminal Justice Fingerprint Clearance and current First Aid/CPR Card
• Knowledge of: Rules and regulations related to processes and procedures
• Customer service principles, protocols, and methods
• Skill in: Proficient in the use of computers and Internet based applications, including but not limited to email, systems applications, word processing, databases, spreadsheets, etc.
• Communicating effectively in English, both verbally and in writing (e.g. correct spelling, grammar and punctuation)
• Exercising good judgment and in identifying, handling and protecting confidential information.
• Understanding and carrying out verbal and written instructions
• Functioning as a self-starter, who works well independently or in a team
• Planning, prioritizing and completing assignments with minimum supervision
• Handling multiple projects, tasks, and deadlines simultaneously
• Interacting with persons of different age groups and cultural backgrounds

Essential Job Functions:

• Collects and maintains data and records on special services students as required by the district, state, and federal regulations under the supervision of licensed staff
• Composes reports and documents for administrators and other school and district staff regarding enrollment, referrals, services, etc. regarding special services students
• Manages referrals from parents, teacher and counselors and ensures case managers are assigned according to Special Services Team decisions
• Processes documents and materials (i.e. schedules, agendas, mail, etc.) for the purpose of disseminating information to appropriate parties
• Schedules Special Education Meetings as recommended; notifies parties involved according to established procedures
• Responds to inquiries of staff, the public, parents, and or students for the purpose of providing information and/or direction as may be required
• Orders necessary supplies and other materials as requested
• Monitors assigned activities and/or program components for the purpose of ensuring compliance with financial, legal and/or administrative requirements
• Maintains special services students' permanent records for students enrolled, including entering student information in the student information system or other related program (i.e. enter program assignments in the student information system and IEP program on student transcripts.)
• Composes documents (e.g. correspondence) for the purpose of communicating information to school and district personnel, the public, state and federal officials, etc.
• Evaluates situations to take appropriate action and/or direct the situation to the appropriate personnel for resolution
• Collects statistical data and compiles data for reports; researches and updates files and databases; locates information for staff and students.

Other Job Functions:

• Cross-trains in a variety of GBSD functions and assists other personnel as may be required for the purpose of supporting them in the completion of their work activities within scope of job description and pay range
• Prepares written materials (i.e. brochures, fliers, etc.) for the purpose of conveying information regarding school and/or district activities and procedures in the assigned areas of responsibility
• Supports the relationship between the Gresham-Barlow School District and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and district staff
• Performs other duties and responsibilities as assigned by supervisor

Physical Requirements:

• Ability to: sit, stand or walk for prolonged periods of time
• talk and hear conversations in a potentially noisy environment
• use precise control of fingers and hand movement, often in a repetitive motion such as typing; reach for and handle objects
• use close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus
• Regularly focus on a computer screen
• Bending, stooping, kneeling and lifting and/or moving up to 40 pounds may also be required on occasion.

Workplace Expectations:

• Maintaining regular and punctual attendance
• In case of an absence, site and/or district protocol for reporting absences is followed
• Dress in a professional and appropriate manner for the assignment and the work setting
• Maintaining appropriate confidentiality regarding information relating to staff, students and parents
• Exercising prudent judgment
• Work independently in the performance of routine duties
• Follow all District policies and work procedures
• Participate in required meetings and trainings related to the position