Primary Purpose

The Secretary to the Director of Special Services ensures the efficient operation of the Special Services Department by providing high-level clerical and administrative support to the Director of Special Services. This role is vital in managing departmental reports, records, and files to support the district's mission.

Qualifications

Education/Certification:

High school diploma or equivalent.

Special Knowledge/Skills:

Technical: Proficiency in keyboarding, word processing, and utilizing computer databases effectively.
Organization: Proven ability to maintain complex filing systems and manage multiple tasks with minimal supervision.
Communication: Strong interpersonal skills and a professional telephone manner.
Analytical: Basic mathematical skills and the ability to prioritize tasks in a fast-paced environment.

Experience:

Two to three years of secretarial experience (Public education environment preferred).

Major Responsibilities and Duties

Administrative & Clerical Support

Prepare correspondence, reports, and forms independently under the guidance of the Director.
Manage incoming calls, distribute mail, and assist with the preparation of manuals and handbooks.
Coordinate staff development, supply ordering, and travel arrangements for the Director.
Approve time records for clerks, 18+ paraprofessionals, and homebound teachers; reconcile employee absences.

Program & Departmental Support

Provide logistical support (ordering, training setup, printing) for SLPs, diagnosticians, and school psychologists.
Assist the Coordinator of Special Education Instruction with materials and training organization.
Process homebound student attendance and teacher documentation (mileage/hourly pay).

Financial & Data Management

Enter purchase orders for staff and special education classrooms.
Monitor departmental accounts and prepare annual budgeting information.
Prepare and maintain required Medicaid documentation and reports.
Collect and report TEA indicator data and residential facility data (4x per year).
Assist with PEIMS reporting requirements.

Records & Confidentiality

Maintain accurate, current student records related to Special Services.
Manage district-level Section 504 records and support campus coordinators.
Maintain strict confidentiality regarding all student and staff information.

Working Conditions

Mental Demands: Maintain emotional control under stress; manage frequent interruptions.
Physical Demands: Frequent use of computer and telephone; repetitive hand motions.
Environment: Standard office environment; occasional irregular hours may be required.

Professional Expectations

Demonstrate high ethical standards and support district administrative policies.
Maintain punctuality and a professional, welcoming attitude toward visitors and staff.
Represent the school district in a positive manner within the community.