10-month)

BCPS•Baltimore, MD

5d•Onsite

About The Position

Performs general office secretarial and clerical duties in elementary or secondary schools on matters related to special education. Provides crucial clerical support for the Individualized Educational Program (IEP) process. Prepares and processes forms, records, correspondence, memoranda, documents, and reports relating to special education. Participates in monitoring of the IEP processes. Serves as the collection and dissemination point for paperwork related to the IEP process. Work involves frequent and responsible contacts with students, parents, the general public, administrative offices, and the school’s instructional teams and support staff. Performs other duties as assigned.

Requirements

Possession of a high school diploma or equivalent.
Three years of secretarial and/or clerical work experience.
Knowledge of office practices and procedures.
Knowledge of filing systems.
Knowledge of word processing, spreadsheet, and database software applications.
Knowledge of office equipment.
Skill in performing secretarial and clerical duties.
Skill in maintaining records and preparing reports.
Skill in composing correspondence.
Skill in applying established policies and procedures to work problems.
Skill in taking dictation (any method.)
Demonstrated ability to type 40 words per minute.
Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public.
Ability to communicate clearly and effectively.
Ability to appropriately maintain confidential information and records.
Citizenship, residency or work VISA in United States required.

Nice To Haves

Knowledge of special education processes preferred.

Responsibilities

Performs a full range of skilled word processing functions.
Develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
Provides administrative support for the Individualized Education Program process; scheduling IEP meetings, managing confidential student records and files, preparing and distributing required documents, tracking federal/state compliance timelines, using special education software, and communicating with parents and staff, ensuring smooth, compliant operations for special education services.
Supports the scheduling of meetings, sends invitations, confirms attendance of participants (parents, staff, agencies), and manage interpreter service, as needed.
Assists to create, maintain, and organize confidential student special education files; prepare and mail prior written notices and other documents related to the IEP process.
Assists in the dissemination, collection, and submission of Medicaid billing forms.
Inputs student information into the web-based IEP management system and utilizes the system to support preparation for IEP team meetings.
Tracks deadlines for referrals, evaluations, and reviews to ensure adherence to federal and state regulations.
Supports with communication to stakeholders in meeting deadlines related to the IEP process.
Serves as primary point of contact, directing communications for the IEP process and liaising with parents, teachers, and others.
Composes correspondence and memos.
Prepares specialized documents and technical reports.
Creates documents for mass mailings.
Produces charts, graphs, and tables.
Performs typing assignments with required skill and accuracy.
Processes and records work which is often of a confidential nature.
Sets up and operates automated scheduling and attendance procedures; keeps a current file maintenance system for all schedule, attendance, and interim reports in a systematic filing scheme.
Registers new students, assists with student orientation, may set up and maintain bus schedules.
Processes incoming and outgoing record folders; maintains class and school enrollment data.
Maintains data on the student information system.
Greets visitors, answers inquiries and/or directs them to appropriate school personnel.
Works with parents, social services, law enforcement personnel, and other visitors, furnishing and obtaining information in accordance with the schools’ operational procedures and confidentiality requirements.
Handles telephone calls; furnishes and receives information or directs call to proper person or office.
Processes incoming and outgoing mail.
Obtains and calls in daily lunch count.
Maintains small fund for making student loans.
Assists students with their personal problems, e.g., missing bus, lost and found, etc.
Obtains substitute teachers when required.
May assist in library.
Maintains supply of and controls issuance and return of keys for school facilities and equipment.
Arranges team and parent-teacher conferences.
Responsible for team notices and minutes.
Makes arrangements for field trips, obtains parental permission, charters transportation vehicles, determines cost, and may collect fees from students.
May schedule use of school facility by school related and outside groups.
Processes required forms, computing and entering standard fees.
Notifies appropriate personnel for custodial and/or technical coverage.
May maintain inventory of school materials and standard office supplies; obtains needed supplies as required.
May be the principal’s designee for administering prescribed medication and attends to the health needs of students during the absence of the nurse, excluding situations where there is exposure to blood and bodily fluids.
Operates various office equipment and computers to include personal computer/device, photocopying equipment, duplicating machines, laminator, etc.
May perform routine maintenance and arrange for service and/or repair of equipment.
Prepares and maintains up-to-date records of all students on class list and attendance record/reports.
Signs students in and out of school.
Issues tardy passes and keeps absentee/tardy records
Assists with the preparation of instructional requests including end of semester exams, tests, and other such materials as assigned.
Provides back up assistance to other office clerical personnel to maintain efficient office operations at all times.
Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes.
Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.
Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding special education.
Performs other duties as assigned.