Executive Secretary, Special Education

Executive Secretary, Special Education

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.

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

• 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.

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…