POSITION TITLE:   Secretary for Special Education / Penn Data / ACCESS

 

QUALIFICATIONS:  

 

1. High School diploma required; Associates degree preferred.

 

2. One year of successful office environment experience, required.

 

3. Ability to operate computer software packages such as Microsoft Office and student management systems required.

 

4. Understanding of general accounting procedures and office management.

 

5. Strong communication skills with emphasis on the ability to communicate effectively in both oral and written form.

 

6. Able to prioritize tasks, meet deadlines and work under pressure.

 

7. Excellent customer service skills.

 

8. Ability to work as part of a team.

 

9. Demonstrate strong organizational and logistic skills in day-to-day operations and long range planning.

 

10. Strong commitment to total quality standards.

 

11. Ability to be flexible and perform other tasks as assigned.

 

12. Ability to lead projects from inception to implementation.

 

13. Basic knowledge of office machines, printer, FAX machine and copier.

                         

 

REPORTS TO:   Director of Special Education and/or designee

 

             

ACCOUNTABILITY OBJECTIVE:           

             

This position is responsible for providing secretarial and clerical support to the Director of Special Education, the School Psychologists and the Special Education Coordinators.  This secretary must use initiative and judgment on the performance of duties.  This work involves confidential matters.  The secretary should be able to use independent judgment in determining various issues that do not involve major deviations from established policy and procedure.  Responsibility for varied public contacts is a very important part in this position.  The secretary should understand program needs and anticipate/respond accordingly.  The secretary should understand program needs and anticipate/respond accordingly.  

             

PERFORMANCE ACCOUNTABILITIES:

 

1. Type all correspondence, process mail and perform general office functions for the Special Education department.

 

2. Maintain operations for Early Admission.

 

3. Process information and maintain files for Early Intervention students (DART) and Extended School Year (ESY).

 

4. Request GIEP’S for newly registered students, send records for withdrawn students, and maintain student files

 

5. Coordinate Graduation activities with outside placements and internal student data.

 

6. Processes all check requests, purchase orders, and invoices.

 

7. Complete registration process for new special education students.

 

8. Coordinate information, transportation, documents and data for outside placement students.

 

9. Organize distribution of materials for teachers administering the PASA test and process all completed testing materials for return to the PASA Department.

 

10. Process and retain records for referrals including those through the AIU.

 

11. Process travel expense forms for Special Education Coordinator, teachers, and school psychologists.

 

12. Process time cards for special education personnel as required.

 

 

 

13. Assist the Director with Contingency Fund applications through PDE.

 

14. Maintain office equipment and order office supplies for Special Education Department.

 

15. Work with Special Education Director to monitor student placements and IEP’

 

16. Codes special education paperwork for filing.

 

17. Responsible for entering and accurate information in Penn Data and preparing Penn Data Special Education directory.

 

18. Assist in preparation of various required school reports (i.e., APPS, MA eligibility, residence, transportation, child accounting, etc.).

 

19. Assist with completion of state reports (i.e. contingency, expenditure, audits, compliance monitoring, state plan, etc.).

 

20. Provides secretarial support for Special Education Coordinator.

 

21. Files and keeps office records in order.

 

22. Operates various machines such as faxes, copiers, etc. as needed.

 

23. Maintain ESY program information.

 

24. Work with Special Education Director and all staff to maintain accurate ACCESS files.

 

25. Other duties as required by the Director of Special Education and Coordinator of Special Education and school psychologists, including photocopying support (Print Shop).

 

 

 

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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

 

• Sitting for extended period of time.
• Ability to kneel, crouch, bend and reach.
• Ability to lift and carry materials and supplies up to 20 lbs.
• Ability to speak clearly and distinctly when communicating.
• Hearing clearly.
• Adequate vision to perform duties.
• Ability to legally operate a motor vehicle.

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned

 

TERMS OF EMPLOYMENT:  Per PHESP Collective Bargaining Agreement

 

APPROVED BY

THE SUPERVISOR: _________________________            DATE: ____________

 

 

REVIEWED BY

THE INCUMBENT: __________________________   DATE: ____________