Secretary to Regional Day School Program for the Deaf (RDSPD) Supervisor

This position is grant-funded, and continued employment is contingent upon grant funding.

Primary Purpose:

 Provide clerical support to the Regional Day School Program for the Deaf (RDSPD) to ensure efficient program operations and accurate records management. Support the RDSPD supervisor and program staff through coordination of communication, scheduling, documentation, and compliance-related processes. Assist with student services processes, including Admission, Review, and Dismissal (ARD) and evaluation documentation, to support timely and consistent service delivery.

Qualifications:

Education and Certification

• High school diploma or equivalent

Experience

• One (1) year of secretarial or clerical experience
• Experience in a public education environment (preferred)
• Experience supporting special education programs or services (preferred)

Knowledge and Skills

• Basic knowledge of school systems and procedures (preferred), with the ability to learn special education processes and requirements
• Proficient organizational and multitasking abilities
• Proficient verbal and written communication skills, with strong interpersonal skills to effectively interact with staff, students, and parents
• Ability to handle confidential information and records with discretion and sound judgment
• Ability to work independently, manage workflow, and seek clarification when needed
• Proficient in keyboarding, data entry, word processing, and file management, including use of 10-key
• Proficient in utilizing digital devices (computer, laptop, tablet, etc.) and productivity software, including Microsoft Office (Word, Excel, PowerPoint) and Google Workspace
• Familiarity with Signed English systems and American Sign Language (ASL)

Key Responsibilities:

Residential Facilities Support

• Provide clerical support to the RDSPD supervisor.
• Maintain the RDSPD supervisor’s calendar.
• Assist in preparing materials for meetings, training and presentations.
• Processes and organizes travel requests and reimbursements for the RDSPD supervisor.
• Create and maintain databases, spreadsheets, and tracking tools as requested (e.g., database for staff, students, testing materials, compliance, etc.)
• Enter minor purchases into budget tracking worksheets.

Communication and Customer Support

• Serve as a primary point of contact for incoming calls and emails, providing accurate and timely information to parents, campus staff, and stakeholders.
• Maintain professional and collaborative relationships with all parents, campus staff, and district personnel.
• Communicate effectively with diagnosticians, campus staff, students, and parents.

Records Management and Compliance Support

• Compile, maintain, and file reports, records, and other documents required by the RDSPD supervisor.
• Maintain accurate documentation of communication with parents and campus personnel.
• Maintain confidentiality of all records and meeting proceedings.

Admission, Review, and Dismissal (ARD) and Evaluation Process Support

• Process and upload ARD and Full Individual Evaluation (FIE) documents.
• Distribute notices of ARD meetings to campus staff, ARD Committee members, and parents.
• Maintain the ARD calendar and support meeting preparation.
• Coordinate and schedule interpreters for meetings, including ARD and evaluation meetings.

Program and Department Support

• Provide clerical support to the RDSPD diagnostician and speech-language pathologist under general supervision.
• Participate in and support RDSPD and departmental events and responsibilities.
• Collaborate with the RDSPD supervisor, special education staff, and campus/district-level staff to support program operations.

Additional Responsibilities:

• Adhere to all district policies, procedures, and expectations as outlined in the employee handbook and administrative regulations.
• Follow district safety protocols and emergency procedures.
• Participate in professional development, faculty/department meetings, and special events as assigned.
• Perform additional duties as assigned to support the mission and goals of the department and district.

Supervisory Responsibilities:

• None

Mental Demands/Physical Demands/Environmental Factors:

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

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

Motion: Repetitive hand motions including 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; occasional district-wide and statewide travel

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

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.