Secretary to Director of Special Services

Primary Purpose

The Secretary to the Director of Special Services ensures the efficient operation of the Special Services Department by providing high-level clerical and administrative support to the Director of Special Services. This role is vital in managing departmental reports, records, and files to support the district's mission.

Education/Certification:

• High school diploma or equivalent.

Special Knowledge/

Skills:

• Technical: Proficiency in keyboarding, word processing, and utilizing computer databases effectively.
• Organization: Proven ability to maintain complex filing systems and manage multiple tasks with minimal supervision.
• Communication: Strong interpersonal skills and a professional telephone manner.
• Analytical: Basic mathematical skills and the ability to prioritize tasks in a fast-paced environment.

Experience:

• Two to three years of secretarial experience (Public education environment preferred).

• Prepare correspondence, reports, and forms independently under the guidance of the Director.
• Manage incoming calls, distribute mail, and assist with the preparation of manuals and handbooks.
• Coordinate staff development, supply ordering, and travel arrangements for the Director.
• Approve time records for clerks, 18+ paraprofessionals, and homebound teachers; reconcile employee absences.

• Provide logistical support (ordering, training setup, printing) for SLPs, diagnosticians, and school psychologists.
• Assist the Coordinator of Special Education Instruction with materials and training organization.
• Process homebound student attendance and teacher documentation (mileage/hourly pay).

• Enter purchase orders for staff and special education classrooms.
• Monitor departmental accounts and prepare annual budgeting information.
• Prepare and maintain required Medicaid documentation and reports.
• Collect and report TEA indicator data and residential facility data (4x per year).
• Assist with PEIMS reporting requirements.

• Maintain accurate, current student records related to Special Services.
• Manage district-level Section 504 records and support campus coordinators.
• Maintain strict confidentiality regarding all student and staff information.

• Mental Demands: Maintain emotional control under stress; manage frequent interruptions.
• Physical Demands: Frequent use of computer and telephone; repetitive hand motions.
• Environment: Standard office environment; occasional irregular hours may be required.

• Demonstrate high ethical standards and support district administrative policies.
• Maintain punctuality and a professional, welcoming attitude toward visitors and staff.
• Represent the school district in a positive manner within the community.