POSITION: Student Services Secretary

Position Guide: Non – Certified Personnel

Full Time 8 Hours

12 Months

Bargaining Unit Position

Non- Exempt

Function:

Under delegated authority from the Assistant Superintendent / Director of Student Services and Student Services Coordinators to provide Secretarial / clerical services within the Department of Student Services. Performs confidential secretarial and clerical responsibilities necessary for an efficient and effective School District office. Acts as district department receptionist; works independently in meeting the public; gives information and answers complaints relating to the school; refers callers to appropriate personnel, or if necessary, arranges for an appointment with the Assistant Superintendent or designee, interacts with children, answers routine questions, and may render first aid as needed.

The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.

Reports To: Assistant Superintendent

Director of Special Education

Director of Student Services
Student Services Coordinators

Relates To: Assistant Superintendent

Director of Special Education

Director of Student Services
Student Services Coordinators

All Student Services Personnel

Parents

Principals

Special Education Teachers

Secretaries within Student Services, School Secretaries, and other departments

Business Office

General Public

Human Resources

Qualifications: High School Diploma

Office experience preferred

Typing (minimum 60 wpm)

Fluent in Reading, Writing and Speaking English

Must have computer experience

Must pass District Technology Test

Familiarity with TDD phone

Authorities:

In cooperation with the Administrative Secretary to the Assistant Superintendent or designee, to make out requisitions for materials and supplies needed to carry out the specified duties. To utilize the duplicating services of the Administration Center as needed to carry out the specified duties. To make long distance telephone calls as needed.

Responsibilities:

Maintain a professional demeanor within the workplace.
Maintain calendar.
Set up and record appointments.
Manage telephone calls incoming and outgoing mail.
Establish and maintain records and files pertinent to students.
Type correspondence.
Provide forms and materials to appropriate staff for preparation of reports, requisitions, etc.
Compile and organize information necessary throughout the school year.
Maintain information data bases as appropriate.
Type and distribute staffing notices, letters to parents, notification of parent rights and all letters as outlined by ISBE directive.
File copies of all such notification correspondence in appropriate student files.
Distribute copies of staffing notices and letters to appropriate supportive and school staff.
Get consent and make appropriate copies of records to be released.
Scan and file psychological, speech, other diagnostic reports and required legal documents pertaining to the IEP.
Copy and mail reports as directed.
Prepare materials and complete state reporting for the Preschool Screening Program.
Answer phones and convey messages within the department.
Set up and record appointments.
Set up and assist with special projects.
Keep continuous record of summaries of diagnostic activities.
Maintain all forms and testing materials available for staff.
Systematically monitor attendance of staff personnel via timesheets as required.
Prepare and monitor timesheets for payroll.
Prepare memo charges for departmental purposes and monitor departmental expenditures.
Prepare state reports as directed.
Type and distribute conference notices, letters to parents, and all letters as outlined by ISBE directives.
Scan/file copies of all such notification correspondence in appropriate student files.
Distribute copies of staffing notices and letters to appropriate supportive and school staff.
Order office supplies for the Department of Equity and Student Services from the Purchasing Department.
When possible assist other secretaries with scheduling, creating meeting invites, scheduling subs and interpreters.
Process field trip requests.
Participate in continuing education provided on new or system updates.
Interpreting for staff to communicate with the public (phone calls, IEP meetings, etc.) as appropriate.
Perform other related duties and responsibilities as may be assigned by the Assistant Superintendent or his / her designee.

LANGUAGE SKILLS:

Must have the ability to comprehend simple instructions, read correspondence and memoranda and communicate effectively with all stakeholders. Must have the ability to write clear and concise memoranda, directives, or letters without close supervision. Must have the ability to orally present information effectively to parents and the general public.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; talk; or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is quiet to moderate.

ACKNOWLEDGMENT:

I have received a copy of this job description. It has been discussed with me and I have freely chosen to comply with the performance and behavior/conduct expectations contained herein.