K-12 SPECIAL EDUCATION SECRETARY TO THE SUPERVISOR
: Job Details :

Position Title: SecretaryPosition Department: K-12 Special Education Secretary to the SupervisorPosition Location: Central Office (Green Ave)Bargaining Unit: WPESPA - 12 monthLast Updated Date: October 11, 2024Position Summary: The Secretary of K-12 Special Education reports to the Supervisor of K-12 Special Education and performs varied and moderately complex clerical and recordkeeping work involving proficiency in data entry, word processing, graphics,and statistical report preparation to ensure the accurate maintenance and submission of information relative to applicable regulatory requirements for reporting to the Pennsylvania Department of Education and other regulatory agencies. The Secretary performs duties requiring diligent exercise of judgment and initiative, and does related work as required.Key Responsibilities & Essential Duties

Provide administrative support to Supervisor of Special Education Services including, but not limited to preparation of presentations, tracking, calendar management and correspondence to staff, parents, students and community members.

Maintain confidentiality of all Special Education records and information

Maintain and serve as the point of contact for all department contracts.

Registration of Early Intervention students (Ages 3-5)

Maintain records and facilitation of evaluation requests for non-public students.

Prepare and maintain databases and spreadsheets as instructed

Assist in preparation of budget

Assist with Supervisor of Special Education Cabinet functions, ie: Board updates, agenda items

Assist the school psychologist to track student testing needs, schedule appointments and process records for psychological services

Process enrollment, evaluation, IEP process, placement, and withdrawal materials for placement and continuation of placement for exceptional students

Supports School Based Access Program by:

Confirming receipt of consent for ACCESS billing

Tracking and submitting Medical Access data for eligible students

Entering billable expenses into EZTrack

Assists other department staff with coordination of Extended School Year services

Maintain 504 files, student information system updates, and reports compliance to the Executive Director of Student Services.

Creates purchase order, purchases, and disperses materials for Central Office as well as District-wide Special Education personnel

Secretarial duties (such as scheduling, mail, typing, filing, answering telephone, receptionist, duplication, correspondence)

Perform other duties as assigned by the Supervisor of Special Education Services

Knowledge, Skills & Abilities: Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.Ability to understand and hold self and others accountable for promoting and attaining the goals as outlined in Focus Forward 2025.Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.Knowledge of general office practices and procedures, and the operation and routine maintenance of standard office equipmentKnowledge of standard payroll processing procedures.Knowledge of the Microsoft Office and Google Suites.Knowledge of business English, arithmetic, punctuation and grammar.Use a personal computer and word processing software effectively (specifically, Google Suite and Microsoft Office Suite products)Type from a clear copy at a minimum speed of 40 net correct words per minuteTo manage resources.Make varied arithmetic computations and tabulations accurately and with reasonable speed.Understand and carry out complex written and oral directions.Establish and maintain effective working relationships.Plan and organize work independently.Think and act under pressure with a high level of efficiency.Work in a changing environment and manage multiple priorities.Analyze situations and adopt an effective course of action.Demonstrate verbal and written communication skillsHandle confidential information.Required Qualifications:High school diploma or equivalentThree years of full-time, paid secretarial/clerical experience which has included maintaining confidential recordsExperience using Microsoft Suite, Google Suite, etc,Eligible for a Pennsylvania driver's license at time of hirePreferred Qualifications:Associates degree or some college preferredFive years of full-time, paid secretarial/clerical experience which has included maintaining confidential recordsKnowledge and use of various Special Education Information SystemsConditions of Employment:Current clearances as required by PA Department of Education:

• Copy of Act 33(PA Child Abuse History)
• Copy of Act 34(PA Criminal Background Check)
• Copy of Act 114 (FBI Fingerprinting Background Check)
• Copies of Act 168 (Sexual Misconduct/Abuse Disclosure Release) forms from prior employers
• The Office of Human Resources will administer a battery of pre-employment tests to all secretarial support staff candidates

Working Conditions & Physical Requirements:Work scheduled hours on a consistent basisIndoor office environment is subject to frequent interruptionsPushing, moving and lifting objects with a strength factor of light workDexterity of hands and fingers to operate a variety of standard office equipmentClarity of vision at varying distancesVerbal, auditory and written capabilities to effectively communicate in an articulate mannerSitting and standing for extended periods of timeFrequent sitting, standing and walkingReaching overhead, above the shoulders and horizontally to retrieve and store files and suppliesLifting objects with a strength factor of light workOccasional bending, reaching and stretchingOccasional kneeling, crouching and squattingOccasional pulling, pushingLevel of Compensation: Commensurate with Experience.Disclaimer: The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility, and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability, or veteran status.Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include, every possible activity and task performed by every specific employee.