Executive Secretary, Special Education (260)

REPORTS TO: Director of Special Education

POSITION OBJECTIVE: The job of Executive Secretary, Special Education is done for the purpose/s of performing diversified secretarial duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring efficient operation of support functions.

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MINIMUM QUALIFICATIONS:

• Targeted, job related experience
• Experience working successfully in a diverse, multicultural environment.

REQUIRED SKILLS:

• Operate standard office equipment
• Prepare and maintain accurate records
• Use pertinent software applications
• Effective communication skills, both written and verbal in attempt to cultivate positive relationships within the district
• Ability to address inquiries and concerns from students and families compassionately and professionally.
• Adapt to changing work priorities
• Perform basic math, including calculations using fractions, percents, and ratios
• Write documents following prescribed formats
• Present information to others effectively
• Capacity to handle sensitive and confidential information with discretion.
• Ability to prioritize within a dynamic work environment
• Understand complex, multi-step written and oral instructions
• Proficient in computer and Internet operations
• Familiarity with office application software
• Understanding of board policy, district, state, and federal regulations/laws
• Schedule activities, meetings, and/or events
• Gather and collate data
• Work flexibly with others in a variety of circumstances
• Collaborate and communicate effectively with a wide diversity of individuals
• Utilize job-related equipment efficiently
• Identify problems and create action plans to resolve them
• Independently interpret data for problem-solving
• Familiarity with special education laws and policies at the district, state, and federal levels.
• Establish effective working relationships with staff and students, and all stakeholders
• Demonstrate
• Effective communication with diverse groups.
• Confidentiality in handling sensitive information.
• Timely completion of tasks and adherence to schedules.
• Ability to set and adjust priorities as needed.
• Teamwork and cooperation.
• Focus and performance despite constant interruptions.
• Proficient English communication, both written and verbal.
• Strong problem-solving and decision-making skills.

PERFORMANCE RESPONSIBILITIES:

Administrative and Departmental Support

• Provides administrative and clerical support to assigned administrative personnel for the purpose of assisting with departmental functions and responsibilities.
• Attends department and/or in-service meetings to record minutes, coordinate materials distribution, support attendee needs, and convey and/or gather information.
• Represents the assigned Administrator in their absence to convey and/or gather information required for departmental functions.
• Responds to inquiries from parents, teachers, and outside agencies regarding special education services and policies in a timely and professional manner.
• Escorts parents and other team members to Special Education conference rooms as needed.
• Assists substitutes assigned to the department to ensure continuity of programming in the absence of the teacher.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.

Records Management, Reporting, and Compliance

• Maintains a wide variety of manual and electronic documents, files, and records to ensure current information and historical reference in accordance with administrative guidelines and legal requirements.
• Manages the workflow of confidential legal documents.
• Maintains databases of student records, IEPs, and related documentation, ensuring accuracy and compliance.
• Coordinates the scheduling of IEP meetings, ensuring all necessary parties are informed, invited, and provided appropriate written notification.
• Prepares reports, documents, and correspondence of a confidential and non-confidential nature to document activities and communicate information.
• Compiles data from various sources to prepare reports, make recommendations, and provide information to assigned administrators.
• Processes documents and materials for dissemination in compliance with administrative guidelines and regulatory requirements.
• Assists with the preparation of substitute planning and departmental reports.
• Provides administrative and clerical support for Extended School Year (ESY) programming, including maintaining records, preparing correspondence and reports, scheduling meetings, trainings, and evaluations, and distributing program materials.
• Researches a variety of topics to provide information, recommendations, and address administrative requirements.

Departmental Operations, Scheduling, and Coordination

• Coordinates projects, functions, and program components to ensure timely completion of activities and delivery of services.
• Monitors departmental activities on behalf of the assigned Administrator to achieve goals, meet deadlines, and maintain compliance with established guidelines and regulatory requirements.
• Oversees office workflow, organizes assignments, monitors progress, and ensures timely completion.
• Schedules a variety of activities and makes necessary arrangements for the assigned Administrator.
• Manages departmental transportation, including communicating routes to providers, collaborating with the Transportation Department, and coordinating necessary updates throughout the year.
• Assists with organizing accommodation implementation and collaborates with the building testing coordinator.
• Ensures copiers, printers, and other technology remain operational in coordination with the Technology Department.
• Creates and submits departmental work order requests.

Financial and Resource Management

• Collects payments for various events to complete transactions and secure funds.
• Reconciles account balances for assigned budget categories to maintain accurate financial records.
• Procures supplies and materials to ensure the availability of required departmental resources.

TERMS OF EMPLOYMENT: 260 working days

WORKING CONDITIONS: The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and healthy environment.

SALARY RANGE: S4
Apply online at: www.niles219.org

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Niles Township High Schools District 219 is an equal-opportunity employer. It is the policy and practice of District 219 to decide all matters relating to employment solely on the basis of the applicant's ability to perform the essential functions of the position. District 219 ensures equal employment opportunities regardless of race, creed, sex, sexual orientation, color, national origin, religion, age, or handicap.

• Attachment(s):
• Executive Secretary, Special Education (260).pdf
• Support Staff Salary and Fringe Benefits.pdf