Special Programs Secretary (Early Learning Assessment Team) (8 hours260 days)

Position Title : Secretary

Department : Special Programs

Reports To : Assistant Superintendent of Special Programs

FLSA Status : Non-Exempt

SUMMARY :

Provides routine clerical support to Special Programs to ensure smooth and efficient operation of the department. Performs a variety of duties to support area of work including records management answering incoming calls scheduling appointments processing mail keying data etc. Communicates effectively with students parents and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Provides secretarial support by performing such duties as answering screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; etc. Provides back-up to assigned location clerical staff.
• May order control and / or monitor departmental supplies and equipment. This includes creating and maintaining inventories for various equipment as well as supporting work order submissions.
• Handles confidential documents in an appropriate manner; maintains confidential files and records such as employee information; enters employee and / or student information to computer as assigned.
• Interacts with various persons in the performance of duties including assigned location administrators and staff students parents business persons government officials and agencies etc.
• Participates in District-wide meetings training activities and the distribution of appropriate information.
• Answers complaints and inquiries or refers them to appropriate persons and / or departments; interprets assigned location District policies rules and regulations in response to queries.
• Compiles responds to requests for files audits and maintains various record keeping systems including maintaining records of a confidential nature.
• Operates general office equipment such as a computer printer copier calculator facsimile machine telephone system etc.
• Maintain necessary documentation participate in meetings / trainings and facilitate systems (PCG) relating to Medicaid billing including LPHAs consent forms TPL student folders remittances and all OT / PT / SLP certificates licenses and electronic signature pages. Support includes assistance with SDAC process.
• Support and maintain documentation relating to various other departments such as transportation early learning school psychologists etc.
• Assists in implementation of Child Find BabyNet and all early learning assessment processes including referral documentation scheduling coordination with parents and record documentation in PCG and Enrich.
• Assists with management of Special Programs including PAFs Talent Ed attendance compensatory and flex time time cards etc.
• Creates Spreadsheets and disseminates time sensitive data as requested.
• Performs other duties as may be assigned by the supervisor.

JOB SPECIFICATIONS

EDUCATION and / or EXPERIENCE :

Minimum of high assigned location diploma and three years of experience using computer applications in an office environment or a post-secondary degree in computer applications with some related work experience; or an equivalent combination of education training and experience.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES LICENSES REGISTRATIONS :

Not applicable

SUPERVISORY RESPONSIBILITIES :

Not applicable

LANGUAGE SKILLS :

Advanced knowledge of Business English spelling punctuation mathematical computation and possession of an excellent vocabulary. Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write and / or type routine reports and correspondences. Ability to speak effectively before groups of district personnel or organizations.

MATHEMATICAL SKILLS :

Ability to add subtract multiply and divide in all units of measurement using whole numbers common fractions and decimals. Application of percentages ratios and proportions to practical situations is required.

REASONING ABILITY :

Ability to interpret and carry out instructions furnished in written oral diagram or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee departmental and administrative needs and provide timely feedback. Ability to analyze varied functions processes and tasks for the preparation of varied and complex records and reports.

Thorough knowledge of the principles of office management and of modern office procedures systems and equipment such as typewriters calculators and word processors. Strong knowledge of word processing e-mail spreadsheets electronic file management the internet and reporting and presentation software. Knowledge in maintaining confidentiality of information of a sensitive and confidential nature. Ability to type clear copy at the minimum required rate. Ability to create electronic reports and presentations use the internet efficiently communicate electronically via e-mail and manage electronic data and files in an organized manner.

OTHER SKILLS and ABILITIES :

Ability to perform duties with awareness of all district requirements and Board of Education policies.

Ability to operate a personal computer and related software. Ability to work independently with limited supervision. Ability to develop effective working relationships with students and the assigned location community. Ability to communicate clearly and concisely both orally and in writing. Ability to develop effective working relationships with staff and district employees. Proficiency with Microsoft applications such as Excel Word and PowerPoint required. Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple tasks while working individually and with members of a group.

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.

The employee will occasionally lift and / or move up to 25 pounds such as boxes of materials. The employee will sometimes push / pull items such as furniture or boxes of materials.

While performing the duties of this job the employee is regularly required to sit stand walk talk listen and / or reach with hands and arms. Specific vision abilities required by this job include close vision distance vision. Routine local travel is required. Duties of the job require frequent use of a computer monitor and related equipment.

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.

Office environment with limited exposure to environmental conditions. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected.

TERMS OF EMPLOYMENT :

260 days / 8 hours per day

Level 109 Pay Scale

The terms of employment detailed in this job description are based on full time employment during the assigned location year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire assigned location year.

EVALUATION :

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT :

The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned .

updated 2025

Key Skills

Children Activity,Mac Os,Accomodation,LTE,E Learning,ITIL

Employment Type : Full-Time

Experience : years

Vacancy : 1