Pupil Personnel Services Clerk; Grade 4

Starting Date: Immediately

PUPIL PERSONNEL SERVICES CLERK

(Grade 1, 12 months)

Position Summary: The purposes of this position is to provide administrative and secretarial support to the Assistant Superintendent of Pupil Services, as well as other professional staff, this includes maintaining in and out of district special education student records; by assuring that matters are processed and recorded in a timely manner and according to applicable requirements; by initiating the preparation of various lists, rosters and registers;

by preparing and producing correspondence and reports; and tracking the expenditure of various funds for special education related services and other departments that fall under the administration of pupil personnel. A Secretary to the Department of Pupil Services is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Maintains related records and reports; prepares, maintains, files, retrieves, and disseminates special education student records; monitors records for timeliness, information accuracy and completeness; prepares reports for the Assistant Superintendent of Pupil Services and others regarding student placement and programs;
• Maintains and monitors one or more special education funds or accounts (e.g., federal grants) including payroll, requisitions, payments and account balances; produces related reports; maintains budget details, accounts and summaries; monitors expenditures;
• Assists with the preparation of the annual budget;
• Works with the police and others to provide for student safety as necessary;
• Monitors IEPs and other confidential records for timeliness and completeness; makes administrative corrections as appropriate; assists with assuring that all special education mandated timelines are met;
• Maintains inventories of supplies, software, adaptive equipment, and other materials used by students, professional staff and others;
• Follows assistive technology consult directives regarding software or adaptive equipment for students;
• Maintains Aspen and other student data bases regarding special education students; prepares various reports for the department staff, principals, the Assistant Superintendent of Pupil Services and Superintendent of Schools;
• Assists the Assistant Directors and Program Coordinators regarding summer programs, parent notices, transportation, teaching supplies and assistive technology;
• Schedules appointments, prepares correspondence and initiates communications with parents and others for the professional staff;
• Prepares correspondence and forms for signature by the Assistant Superintendent of Pupil Services and other professional staff;
• Other functions:
• Screens incoming mail for appropriate distribution;
• Assists with the preparation of the annual budget;
• Performs similar or related work as required or as the situation dictates.

Supervision:

Supervision Scope: S/he processes and coordinates partially and/or entirely the maintenance and completion of student records, education plans and reports; s/he organizes and maintains in a neat, orderly and current condition the records and supporting materials of actions taken by the Administrator and other professional staff regarding special education students and other programs that fall under the administration of pupil personnel.

Supervision Received: S/he works under the general and specific supervision of the…