SPECIAL SERVICES/DISPATCHER SECRETARY
: Job Details :

Position Type: Secretarial/ClericalDate Posted: 10/1/2024Location: Coupeville District OfficeDate Available: As soon as possibleClosing Date: Open Until FilledSPECIAL SERVICES/DISPATCHER SECRETARY Job Description Department: Special Services and Transportation Supervisor: Special Services Association: Coupeville Educational Support Association Part Time - 6 hours a day; 5 days a week, School Year PAY RANGE: Commensurate with experience and 2024-2025 CESA Salary Schedule AGeneral Description: The secretary for special services/dispatcher is responsible for the efficient operation and management of the transportation and special services offices. This person performs a variety of duties including providing clerical support for the transportation and special services supervisors, entering of data, input of forms and records, regular communications, maintenance of student and personnel files and records, meeting coordination, preparation of reports, word processing, dispatching via a combination of computer-based and radio dispatching, and using online record-keeping systems and spreadsheet applications. This individual will perform a variety of secretarial duties related to special education and state/federal-funded student support programs. Essential Job Functions:

• Apply rules and regulations pertaining to special programs to record-keeping, including electronic and paper files.
• Consistently and accurately maintain special program student files for ready access by school personnel.
• Prepare or assist in preparation of mandatory state and federal grants and reports regarding special services programs.
• Facilitate communication regarding student information, as requested by the supervisor.
• Maintain and update forms needed in the special services department.
• Student data entry into WESPaC/Skyward and local information systems.
• Perform general secretarial and clerical tasks as required by the special services and transportation supervisors.
• Communicate by telephone, email and radio to receive and provide information (such as bus stop locations and schedules) to students, staff, and the public.
• Operate a two-way radio to relay messages to bus drivers, to respond to driver requests for emergency assistance, or to place calls to emergency agencies as appropriate.
• Maintain maintenance and transportation records on a computer, e.g. entering data on bus fuel and oil consumption, bus miles and hours for all trips; summarizing totals for monthly and annual reports.
• Schedule department-related meetings and events that require attendance by transportation staff or the transportation supervisor.
• Work with the transportation supervisor to resolve employee timesheet discrepancies.
• Receive information regarding transportation needs for students enrolling in and withdrawing from the district or changes in transportation arrangements.
• Maintain current information about the maintenance and transportation budget; ensure that district accounting procedures are followed.
• Track use of and orders and receive supplies necessary for operation of the maintenance and transportation departments.
• Prepare required reports for supervisor's review; submit reports to NWESD 189 or OSPI, as required.
• Help ensure compliance with state laws and regulations and district policies and procedures.
• Schedule and dispatch school buses for to/from school transportation and for field trips and athletic events.
• Perform other duties as assigned.

Required Knowledge, Skills, Abilities:

• A high school diploma or equivalent;
• Excellent oral and written communication skills and a proven ability to work well with others;
• Appropriate discretion concerning student, staff, and other confidential or privileged information;
• At least two years of successful experience in an office environment performing clerical / bookkeeping duties and interacting with the public;
• Strong critical thinking skills; ability to develop, evaluate, and implement procedures that improve workflow;
• Demonstrated ability to make reasoned decisions, and to work independently and collaboratively to meet deadlines;
• Demonstrated experience and proficiency in use of computers for word processing, spreadsheets, and data management, and use of a 10-key calculator;
• First Aid, CPR and AED certification (may be obtained upon hire);
• The ability and willingness to follow directions given by others;
• Experience in an office environment using a variety of office equipment, including computers, and word processing and data management software;
• A helpful, calm, friendly, and polite manner when interacting with students, parents and school staff;
• The ability to make reasoned decisions;
• Appropriate discretion concerning students, staff, and confidential or privileged information.

Working Conditions:

• Works in an office.
• Sits for extended periods of time, frequently stands/walks, occasionally bends or crouches.
• Moves between offices and between school campuses in routine job functions.
• Uses a computer several hours each day.
• Periodically walks or drives to other offices in the district.
• Bends, twists, and lifts up to 20 pounds when accessing records and office supplies.
• Occasionally exposed to high decibel alarm systems during drills or an actual emergency.
• Uses a telephone to communicate.

Disclaimer: This job description indicates the general nature and essential duties and responsibilities of work to be performed by someone in this position. It does not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.Application Procedure: Apply online at Current employees apply as Internal Applicant All others apply as External Applicant Candidates of Diversity Are Strongly Encouraged to Apply: Coupeville School District welcomes, values and promotes diversity, equity, and inclusion in its workforce. Candidates from diverse backgrounds are strongly encouraged to apply. This is in alignment with our CSD Equity Commitment Statement: Whether about race, religion, language, immigration status, culture, sexual orientation, gender identity, class, or ability, or a combination of these, we know that students deserve to be honored and respected for who they are. Coupeville Schools is committed to providing a safe, equitable, and inclusive working and learning community for all. Coupeville School District is an Equal Opportunity Employer Coupeville School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The board designates the superintendent to serve as the district's coordinator regarding: Title IX; Section 504/ADA; Civil Rights Compliance and to handle questions and investigate any complaints communicated to the district of alleged discrimination. Superintendent, 501 S Main, Coupeville, WA, 98239, phone: 360.###.####.