Secretary, Executive Director of Special Services

Position Function/Purpose

Secretary to the Executive Director of Special Services of Midland Independent School District demonstrates competency as identified in the professional of seven areas of standard programs of The National Association of Educational Office Personnel.   Including competency in typing, filing procedures, office records, management, and business writing.      

Major Responsibilities

1.       Performs and assumes secretarial tasks under general guidance of Executive Director of Special Services.

2.       Performs secretarial duties for special services supervisor.

3.       Performs secretarial duties for associate psychologist.

4.       Answer incoming calls for 10 special education phone lines.

5.       Distribute mail for all central office special services personnel.

6.       Prepares correspondence, reports, requisitions, and special education calendar

7.       Makes routine decisions in accordance with established priorities and policies.

8.       Accepts responsibilities for making office reports.

9.       Supervises the special education office operations.

10.    Establishes and maintains fiscal accounts.

11.    Maintains personnel attendance list.

12.    Performs assigned routine clerical tasks under direction and supervision of Executive Director of Special Services.

13.    Performs tasks such as routine filing in general office operation.

14.    Maintains special education records.

15.    Issues consumable teaching and office supplies.

16.    Maintains supply inventory.

        17.   Takes dictation or other forms of speed writing.

        18.   Schedules appointments, conferences and interviews.

        19.   Assumes supervisory functions for Special Services office.

        20.   Type and monitors for accuracy 3 budget printouts.

        21.   Type all SAS and other applications.

        22.   Maintains data in folders of Special Services files.

        23.   Keeps records on all new Special Services applicants.

        24.   Codes and reviews requisitions for all Special Services personnel.

        25.   Type residential applications and confers with residential personnel.

        26.   Copy material from student folders for parents as requested.

        27.   Maintains time sheets on all non-contract employees.

        28.   Maintains Family Services referrals and reports.

        29.   Maintains all physician referrals and reports.

        30.   Arranges transportation for special education students to Special Olympics and other field trips.

        31.   Maintains schedule for associate psychologist.

        32.   Checks Special Services fixed asset inventory.

        33.   Arranges meeting sites for in service and personnel.

        34.   Prepare in service materials.

        35.   Maintains homebound/itinerant teachers’ schedules.

        36.   Reproduces papers for itinerant personnel.

        37.   Makes travel and housing arrangements for special services personnel to workshops.                                                                  

        38.   Engages in numerous conversations with parents.

        39.   Type purchase requisitions for all itinerant personnel.

        40.   Arranges meeting site for Special Services advisory committee.

        41.   Type and distribute letters and minutes for Special Services Advisory Committee.

        42.   Arrange for and prepares refreshments for Special Services meetings.

Qualification Requirements

Minimum Certification/Education:

            1.   High School Diploma or GED

               2.   Business orientation or equivalent business school training

         Special Knowledge/ Skills:

1.       Knowledge of secretarial skills

2.       Microsoft Office 2010

         Minimum Experience:

·         General clerical/secretarial experience

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 will be made if necessary while performing the duties of this job.

1.       Eye strain

2.       Standing

3.       Bending

4.       Reaching above shoulders

5.       Kneeling

6.       Moderate lifting, 15-44 lbs.

7.       Moderate carrying, 15-44 lbs.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.  Regular attendance required.

Equipment used

1.       Computer and printer

2.       Telephone

3.       Calculator

4.       Copy Machine and Fax Machine

5.       Scanner

6.       Typewriter

7.       Document imaging machine/scanner

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Normal office environment

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be an exhaustive description of all work requirements and responsibilities.  Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.