Job Description
Job
Title: Special Education Department
Secretary- Compliance & File Management
Department: Special Education
Reports
To: Director of Special Education
FLSA
Status:
Non-Exempt
Salary
Schedule: SC-08 (potentially a
SC-09)
Prepared
By: Special Education Dept
Prepared
Date: 9/6/2005 (revised 5/7/10, 11/3/10)
Approved
By: Human Resources Director
Approved
Date: 9/7/05 (revised 5/7/10, 11/3/10)
SUMMARY
Compiles
and maintains Special Education Department records and provides department
secretarial support by performing the following duties.
ESSENTIAL
DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned.
Provides administrative assistance to the
Special Ed Director, Coordinators, Specialists and Secretaries.
Assists
Goal View Manager and teachers on a daily basis related to student status in
Special Education using specialized software (
Manages confidential documents and student
records using specialized software. (BMI System).
Manages
student data systems and troubleshoots daily in student data systems (
Archives
and retrieves confidential documents for students, agencies, and higher
education.
Audits records and confidential files assuring
that compliance in Special Education is followed.
Performs
regular school site visits to review confidential student file data and work
with teachers related to organizational compliance issues related to Special
Education.
Prepares correspondence to school districts and
personnel related to student status.
Assists Special Ed staff with special projects
as assigned.
Provides back up support to Administrative
Secretary and related staff.
Answers
telephone to provide information, take message, or transfer calls.
Screens
incoming calls and correspondence and responds independently.
Greets
scheduled visitors and assists a variety of situations.
Organizes
and maintains confidential file system, and files correspondence and other
records.
Updates computer data files with a wide variety of student
information.
Acts as custodian of confidential documents and records.
Makes copies of correspondence or other printed materials.
Creates
and maintains database and spreadsheet files.
Prepares outgoing mail and correspondence, including e-mail
and faxes.
Obtains student information by calling other schools,
professional agencies, and parents.
SUPERVISORY RESPONSIBILITIES None
QUALIFICATIONS
To perform this job
successfully, an individual must be able to perform each essential duty
satisfactorily and independently. The requirements listed are representative of
the technical knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
EDUCATION
and/or EXPERIENCE
Associate's
degree (A. A.) or equivalent from two-year college or
technical school; or one year related experience and/or training; or equivalent
combination of education and experience.
LANGUAGE
SKILLS
Ability
to read, analyze, and interpret general periodicals,
professional journals, technical procedures, or governmental regulations. Ability to write reports,
correspondence, and procedures. Ability to effectively present information and respond to questions
from groups of managers, clients, customers, and the general public.
MATHEMATICAL
SKILLS
Ability to calculate figures and amounts such as
discounts, interest, proportions, and percentages.
REASONING
ABILITY
Ability
to define problems, collect data, establish facts, and
draw valid conclusions. Ability to interpret an extensive
variety of technical instructions in mathematical or diagram form and deal with
several abstract and concrete variables.
PHYSICAL
DEMANDS :
The
physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
While
performing the duties of this job, the employee is frequently required to
stand, walk, sit, and talk or hear. The
employee must regularly lift and/or move up to 10 pounds and frequently lift
and/or move up to 25 pounds. Specific vision
abilities required by this job include close vision.
WORK
ENVIRONMENT
The
work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
The
noise level in the work environment is usually moderate.