Brief Description of Position

Under the direction of the Director of Special Education/Student Services, provides varied, complex and responsible departmental secretarial support; relieve a cabinet-level administrator of clerical and administrative details by coordination, organizing, supervising, and participating in the various operational aspects of Special Education/Student Services; perform other related duties as assigned.

Duties and Responsibilities


• Serve as a personal and confidential departmental secretary.

• Screens visitors, telephone calls and mail.

• Assists the Director and Program Specialist in composing and preparing correspondence related to Special Education/Student Services.

• Composition of letters, memoranda and reports including material of a confidential nature.

• Interpret and apply District policies relating to employer-employee relations.

• Compile data for reports by researching and summarizing information.

• Assist in preparing divisional budget.

• Review and process incoming documentation and prioritize based on urgency for Director’s review.
• Assists in the processing agency referrals (e.g., AB2726, NPS, RCOE)
• Arranges transportation for special needs students (e.g., special education, 504, homeless, other)
• Assists in the processing of low incidence services equipment requests.
• Assists in the processing of interim and referrals to RCOE placement.
• Requests/responds to requests for special education student records.

• Develop procedures to maintain organization efficiency; facilitate implementation of policies and programs related to Special Education/Student Services.

• Independently composes correspondence concerned with non-policy matters.

• Schedules appointments and meetings, luncheons and trips for designated personnel.

• May give direction to other clerical level personnel.

• Perform intricate and responsible secretarial duties, relieving Director of administrative details.

• May assist with training of clerical support staff.

• Maintains continuing liaison and makes special contacts on behalf of the Director and Program Specialist with District staff and other organizations.

• Arranging for facilities, equipment, resource materials, and services for meetings and special projects.

• Supervising and participating in the reception of visitors, telephone calls, and mail; exercising discretion regarding their urgency and possible redirection to others; giving out approved information and assisting callers and visitors in making satisfactory contacts.
• Assists in the maintenance tasks managing special education forms online; add student(s) to the system; add user(s) to the system; change user passwords as necessary; import maintenance data as required; manage transfer of student(s); manage access control; assists in providing technical support to forms trainers and staff; assists in the selection and monitoring of special education forms for sub administrators.
• Performs other duties as required.

Knowledge:


• Primary operations of school district support services; principles, practices, and methodologies of Cabinet-level administrator’s office; general office equipment, including windows based PC and related software; legal mandates, polices, regulations, and procedures which govern the administrator’s area of responsibility; correct English usage, spelling, grammar, and punctuation; preference of correct Spanish usage, spelling, grammar, and punctuation; efficient in collecting and processing data; principles of supervision; effectively communicating and maintaining a professional environment.

• Modern office practices, procedures and equipment.

• Telephone techniques and etiquette.

• Record keeping techniques.

• Interpersonal skills using tact, patience and courtesy.

• Performs highly responsible and complex secretarial duties.

• Compile and organize complex material and summarize discussions and actions taken in report form.

• Operate a variety of office equipment including different computer platforms (PC, IBM, Macintosh), typewriter, scanner, copier.

• Establish and maintain a variety of complex and confidential files and records.

• Establish and maintain cooperative and effective working relationships with others.

• Type at 50/60 net words per minute from clear copy.

• Analyze situations accurately and adopt an effective course of action.

• Make mathematical calculations with speed and accuracy.
• Understand and work within scope of authority.

• Work independently with little direction.

• Meet schedules and time lines.
• Work confidentially and with discretion.
• Communicate effectively both orally and in writing.
• Bilingual skills – oral and written (desired/not required).

Ability:

Coordinate, organize, and monitor the overall functions of the Special Education/Student Services office; maintain accurate and confidential records; interpret and apply District and divisional polices with sound judgment; efficiently perform highly confidential and responsible secretary functions and activities; analyze situations and make decisions based on procedures without immediate supervision; interpret and follow though on oral and written instructions; compose correspondence independently; communicate effectively at all levels; work autonomously in a changing environment; develop and maintain collaborative relationships with staff members, union representatives, and members of the community; maintain a professional calm demeanor.

Ability to:

• Use browser software.
• Explain basic online database concepts and procedures to other staff.
• Take initiative and resolve special education forms online user problems.
• Assists in the training and guiding/supporting individuals new to the special educations form online system.
• Collect and communicate information to special education online form users.


Experience:

Four years of broad and increasingly responsible secretarial experience, including at least two years of experience in an educational organization.

Education:

Equivalent to completion of twelfth grade, preferably supplemented by additional course work or training in office management, advanced secretarial skills; public relations, or related areas.

Salary Schedule:

Classified Salary Schedule

Working Conditions:

School office environment; subject to many demands on time and constant interruptions.

MEMBERSHIP IN CSEA OR PAYMENT OF AN EQUAL SERVICE FEE IS A CONDITION OF EMPLOYMENT




Please Note

• No Candidate will be offered employment until references are checked.
• After a conditional offer of regular or substitute employment, each candidate will be required to pay the cost of all pre-employment processing which will include: fingerprints, T.B. Test, and may include chest x-ray, District-Paid Drug Screening and physical examination. Prior to employment, the selected candidate will be required to furnish negative T.B. Test results.




Affirmative Action/Equal Opportunity Employer