The Secretary to the Special Services and Federal Programs departments is assigned the responsibility of providing administrative and secretarial support to assigned administrators; communicating information on behalf of the administrators to other staff, districts or agencies; and coordinating activities of assigned administrators.
Primary Responsibility to:
Director of Programs
Responsibilities (Job functions)
- Greet employees and visitors to the office in a pleasant, informed manner providing information and creating a positive image of the office and the district.
- Prepare correspondence, notebooks, charts, graphs and studies as required for the purpose of clearly communicating necessary information.
- Complete and submit district, state and federal reports.
- Respond to voice, text and email communication for the purpose of prompt communication of necessary information.
- Assist with the organization and preparation for in-service and workshop activities both on and off campus.
- Assist with the organization, preparation, and clean up for family engagement activities.
- Manage the purchasing procedures for the office, Federal Programs, and Special Services.
- Manage the Director's appointment calendar.
- Maintain student records on the student data management system for the purpose of having accurate data for test administration.
- Administer assessments.
- Maintain hard copy files of correspondence, student records, records of staff development, and other department records.
- Maintain and update data in the special service software system (enrollment records, due dates, district calendar, etc.)
- Assist staff in completing missing paperwork.
- Make copies of completed packets and distribute to necessary parties after meetings
- File paperwork including student progress reports.
- Serve as Secretary for the Kimberly Early Education Program (PreSchool) including registration duties.
- Schedule Preschool Screenings
- Maintain Preschool website
- Post Preschool information on website
- Assist teachers with making special transportation arrangements.
- Assist with organizing and enrolling students in summer school programs.
- Obtain signed consents from parents for special education evaluation.
- Keep digital records of evidence for Federal Programs monitoring requirements.
- Assist in finding substitutes/coverage for paraprofessionals.
- Update special services and preschool handbooks.
- Track paraprofessional qualifications.
- Track Mandt certification for special education staff.
- Track certified and classified staff evaluation completion.
- Manage Safe schools training assignments.
- Assist Board Clerk with payroll.
- Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities.
- Perform other duties as assigned.
Skills, Knowledge and Abilities Required:
- Skills to organize and manage multiple tasks.
- Effective oral and written communication skills.
- Ability to develop creative solutions.
- Knowledge of state and federal policies and procedures regarding Federal Programs, Special Education, testing, and curriculum.
- Computer skills including word processing, presentations, email, student data management system, internet.
- Knowledge of equipment including printers, copy machines, scanners, etc.
- Patience and flexibility.