Special Education Department Secretary/Watervliet Public Schools
Essential Duties and Responsibilities
Administrative & Clerical Support Type a variety of materials such as letters, reports, student records, memos, and department communications. Schedule appointments, IEP meetings, and conferences for staff and families. Prepare and distribute staff, student, and parent bulletins; communicate important dates and events using school communication platforms. Maintain confidentiality of all sensitive and student-related information in compliance with FERPA. Student Records & Data Management Fully utilize the district’s student information system (e.g., PowerSchool) to input, update, and manage student data, including enrollment, services, and special education documentation. Manage the collection, storage, archiving, and distribution of student records including IEPs, transcripts, schedules, grades, assessment scores, and other requested data. Handle the transfer of academic records for students enrolling in or leaving the district; follow up with other districts to ensure complete and accurate record exchange. Manage the collection of and provide support in the area of Medicaid reimbursement, documentation and report reviews. Mail and respond to official records requests and transcript communications. Special Education Enrollment & Program Coordination Accept, process, and track applications for county-wide and center-based programs (e.g., ECSE, MiCI programs). Meet with parents to complete enrollment and gather required documentation. Maintain accurate and organized records of applications, parent communications, consents, and placement decisions. Coordinate with Berrien RESA staff, program providers, multiple transportation departments and district personnel to support smooth transitions and timely enrollment. Compliance & Department Support Track timelines for IEPs, evaluations, re-evaluations, and annual reviews to ensure compliance with state and federal regulations. Assist with preparation and organization of documents for IEP and MET meetings. Provide clerical and logistical support for department trainings, professional development, and onboarding of special education staff. Maintain accurate department records as needed, including supply orders and budget-related tasks. Communication & Customer Service Serve as a professional and helpful first point of contact for families, staff, and outside agencies regarding special education services. Share accurate and timely information while ensuring all communication upholds confidentiality and professionalism. All other duties as assigned Need to Have: High school graduate required - Associate’s degree or higher preferred Secretarial experience preferred Preferred Personal and Professional Competencies High school diploma required; Associate’s degree or higher in a related field preferred Proficient in Google Workspace applications including Gmail, Drive, Docs, Sheets, and Forms Extreme respect for confidentiality and professional discretion in handling sensitive student and departmental information, ensuring compliance with FERPA and district policies Experience using Illuminate and PowerSchool Student Information Systems (SIS) or comparable SIS/IEP platforms preferred Strong organizational skills with the ability to multitask, manage timelines, and adapt to shifting priorities Ability to work collaboratively with school staff, administration, parents, and outside agencies Professional communication skills and a positive, customer-service mindset Reliable, punctual, and consistent attendance is essential
It is the policy of the Watervliet Public Schools that no person shall, on the basis of sex, religion, age, marital status, race, color, national origin, ancestry, weight, height, or handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination in employment or any of its programs or activities.

Special Education Department Secretary