Special Education Secretary III

Academy School District 20•Colorado Springs, CO

5d•$25 - $26•Onsite

About The Position

Maintains special education records and monitors special education procedures and practices for compliance with policies and laws. This includes registration of special education students, disseminating federal and state special education information to staff, parents, and the public; coordinating and processing all student information submitted to the state and federal government for funding reimbursement; and coordinating computerization of records and data. Assists assistant director to relieve officials of clerical work and minor administrative detail, including managing grants and special education budgets. The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time. Reports consistently for work as scheduled Performs other duties as assigned Attains proficient or higher evaluations on established Performance Standards Accountable for access to state and federal communications

Requirements

Ability to establish and maintain record systems
Ability to operate database, spreadsheet, and word processing software effectively
Ability to operate standard office equipment, performing a wide range of supportive clerical tasks
Ability to prepare correspondence on routine matters
Ability to type a minimum of 50 words per minute
Considerable knowledge of basic office methods and procedures, to include appropriate telephone etiquette, spelling, punctuation, and grammar
Considerable knowledge of computer equipment and related software utilized within the office
Knowledge of, and demonstrated successful experience in, human relations and communications
Strong communication skills
Strong mathematical skills
High school graduate -high school diploma or equivalent

Responsibilities

Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
Assists department head with maintenance of departmental budget
Assists with preparation of meetings, including scheduling and arrangement of rooms, duplication of handouts, ordering food, sign-in sheets, name tags, etc.
Circulates pertinent information throughout the district as advised by the administrator(s)
Confirms appointments and meetings
Coordinates transportation requests and maintains records of travel budget and conferences attended
Designs/maintains/revises various student tracking databases and reports
Develops and implements office procedures and methods to ensure the efficiency of operations
Develops, prepares, and maintains required reports
Ensures special education student enrollment
Ensures the accurate registration of all students and the dissemination of student records to the receiving school
Initiates paperwork for new hires for special education district staff
Maintains an attractive and comfortable reception area
Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, and providing payroll records for special education extended school year program
Maintains calendars for use, including Master Calendar and schedule of building use
Maintains current information on special education staff, including employment data, FTE, salary/benefits, and source of funding
Maintains inventory of office supplies, orders and stocks materials and supplies as necessary
Maintains office files
Maintains responsibility for the clerical operations of a departmental office
Maintains updated mailing list of Special Education Advisory Committee members and maintains updated parent network list
Maintains/prepares/updates database on Child Find and placements, prepares testing results for dissemination to preschool staff involved, and notifies home campus and transportation
Makes deposits to district Finance department
Monitors student IEP's to ensure compliance with state and federal mandates
Opens, sorts, and distributes incoming IEP's, and prepares outgoing assessment reports as required
Organizes and manages multiple tasks required to assist with the functions of the special education office
Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts
Performs a variety of duties using various types of office equipment
Prepares and processes reports which require research, computation, and compilation
Prepares information for district newsletter on special education programs for Assistant Director
Prepares proposals and amendments for grants and reports for State Department and district administration
Prepares state and federal reports
Prepares, sets up, and maintains departmental contracts
Processes petty cash fund receipts for special education staff
Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases
Processes purchase requisitions for special education budget, assigns account numbers, and distributes for purchasing
Provides back up assistance to other office staff
Recognizes and documents the presence of visitors who bypass the special education area and immediately reports suspicious activity or unusual behavior to the reporting supervisor
Reviews time sheets on periodic basis for staff working less than full-time
Serves as resource for District 20 to interpret and explain district rules, regulations, and procedures to the public
Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
Tracks and verifies student information for out-of-district and preschool programs on a weekly basis
Tracks general fund budget for assistant director
Tracks licensure and certifications