Secretary to Special Education Director / Co-op Receptionist

Primary Purpose:

Ensure efficient operation of Special Education department and provide clerical services for co-op Director and staff. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. 

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

Proficient keyboarding skills

Ability to understand and follow detailed written and verbal instructions

Ability to operate multi-line phone system

Basic math skills

Experience:

Some experience working in school systems, PEIMS, special education systems

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Maintain confidentiality
2. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare special education materials as requested.
3. Maintain attendance log and records of related service providers. Compile information and submit to Special Education Director according to established procedures and deadlines.
4. Maintain departmental calendar of events.
5. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.
6. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members as required
7. Compile, maintain, and file all reports, records, and other documents as required including maintaining a database of certification and licensing information for co-op: certified or licensed professionals, paraprofessionals, and auxiliary employees.
8. Compile, maintain, and communicate with sending and receiving districts the sp. ed. files, reports, and records. 

Reception and Phones

1. Assist sp. ed. director, co-op employees
2. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
3. Greet and direct co-op visitors.
4. Receive, sort, and distribute mail, messages, documents, and other deliveries.
5. Greet related service providers and direct them to the appropriate staff.

Accounting and Inventory

1. Maintain accurate records of accounts owed and monitor account balances on an ongoing basis.
2. Implement procedures to ensure timely and accurate processing of all accounts payable. 
3. Detect and resolve problems with incorrect orders, invoices, and shipments as needed.
4. Review department payables for accuracy including travel reports.
5. Assist with co-op budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
6. Maintain inventory of fixed assets, equipment, and supplies.
7. Assist with receipt and distribution of co-op materials, including protocol requests.
8. Work with Special Education Director regarding accounts payable issues

Other

1. Assist with planning, preparation, and setup of co-op meetings and activities.
2. Sort, distribute, or deliver mail and other documents.
3. Maintain confidentiality.
4. Assist co-op director in identifying appropriate certification requirements for co-op staff according to SBEC assignment criteria, TDLR, etc.
5. Provide clerical assistance as needed including assisting with the scheduling of appointments.
6. Compile, maintain, and file all reports, records, and other documents as required.
7. Follow district safety protocols and emergency procedures.
8. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, staff and refer appropriate inquiries or problems to sp. ed. director
9. Assist with travel arrangements for sp. ed. director and staff as needed, including making hotel reservations and turning in conference registration forms.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress