ESY IEP Secretary, Summer 2026
About The Position
Performs a variety of secretarial duties for an academic department of an elementary school, middle school or high school. Duties include answering phones and routing calls, maintaining department records, maintaining calendars, and composing and editing written materials. Assists Special Education teams with clerical tasks (i.e. photocopy, print, scan, fax, assemble information packets). Prepares and completes mailing process of student records or correspondence. Assists with organizing of records, maintaining of Special Education student folders, and other permanent records assigned and while protecting the confidentiality of student records and information. Schedules IEP meetings for teams including reserving meeting rooms, sending calendar invites and reminders to staff, parents, and other appropriate IEP team members. Schedules students for testing and assessment appointments. Adheres to timelines. Coordinates with Special Education teams in the processing and preparation of IEP related documents from receiving districts. Sends and collects teacher input needed for initial/reevaluations and annual IEPs. Maintains and updates data on school-based IEP teaching report from Frontline. Manages spreadsheets and Google Forms data. Manages and submits Record Request.
Requirements
- High school diploma, completion of GED, or equivalent vocational school or short-term courses
- Minimum three years of experience in a general office occupation
- Ability to use Google Suite - Docs, Sheets, Slides, etc.
- Ability to organize tasks and complete within desired deadline
- Ability to work with minimal guidance from supervisor
- Attention to detail
- Ability to travel to multiple school sites
- English language skills
- Interpersonal relations skills
- Computer and keyboarding skills
- Customer service and public relations skills
- Critical thinking and problem-solving skills
- Ability to maintain confidentiality in all aspects of the job
- Ability to manage multiple tasks with frequent interruptions
- Ability to manage multiple priorities
- Ability to promote and follow Board of Education policies and building and department procedures
- Ability to communicate, interact and work effectively and cooperatively with people from diverse cultural and educational backgrounds
- Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
- Excellent verbal and written communication skills
- Operating knowledge of basic office equipment and computers
- Ability to focus on details to ensure accuracy of reports
- Moderate knowledge of and experience with personal computers and other office equipment (telephones, copier, fax machine, E- mail, etc.)
- Moderate knowledge of and experience with Google Suite (Email, Google Docs, Google Sheets, etc.)
- Ability to process a large volume of data and forms
- Finger Dexterity; using primarily just the finger to make small movements such as typing, using a calculator, picking up small objects, or pinching fingers together. In addition, must be able to handle a high volume of paperwork, which will involve filing, and making copies, etc.
- Able to operate office machines and equipment in a safe and effective manner
- Talking; must convey detailed or important instructions or ideas accurately and clearly
- Average Hearing; able to hear average or normal conversations and receive ordinary information
- Visual Abilities; good acuity necessary to constantly view the computer monitor, prepare or inspect documents or operate office machinery
- Physical Strength; Often sedentary work. Sitting for long periods of the time. Exerts up to 20 lbs. of force occasionally (almost all office jobs) and able to lift and carry up to 20 pounds.
- Frequent multi-tasking, changing of task priorities, and repetitious, exacting work required.
- Periodically working in a noisy, distracting environment with some deadline pressures.
- Regular attendance is required for this position.
Nice To Haves
- Knowledge of the Special Education Process
- Bilingual skills
Responsibilities
- Assists Special Education teams with clerical tasks (i.e. photocopy, print, scan, fax, assemble information packets)
- Prepares and completes mailing process of student records or correspondence
- Assists with organizing of records, maintaining of Special Education student folders, and other permanent records assigned and while protecting the confidentiality of student records and information
- Schedules IEP meetings for teams including reserving meeting rooms, sending calendar invites and reminders to staff, parents, and other appropriate IEP team members
- Schedules students for testing and assessment appointments
- Adheres to timelines
- Coordinates with Special Education teams in the processing and preparation of IEP related documents from receiving districts
- Sends and collects teacher input needed for initial/reevaluations and annual IEPs
- Maintains and updates data on school-based IEP teaching report from Frontline
- Manages spreadsheets and Google Forms data
- Manages and submits Record Request
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
