Secretary - Department of Special Education

 

Performs intermediate skilled clerical work performing a variety of secretarial and clerical tasks in an office environment; does related work as required. Work is performed under regular supervision.

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires stooping, kneeling, crouching, reaching, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

 

• Serves as secretary to a program or department supervisor, coordinator or related position;
• Gather data for quarterly Medicaid Administrative Activity claims and for Medicaid annual Direct Services Cost Report;
• Review Medicaid payments and identify corrective billing opportunities;
• Enter Medicaid parental consent forms into database in order for services to be billed, track plans of care for students receiving services, maintain database of confidential student information;
• Prepares Annual Plan Grant data;
• Monitor Random Moment in Time compliance and generate follow-up correspondence, train staff involved with this program;
• Types general correspondence, memorandum, reports, schedules, contracts, purchase orders and other materials from rough draft, copy, marginal notes, dictation, transcriptions or verbal instruction, may use desktop publishing system;
• Serves as receptionist; answers telephone, provides information, takes and dispatches messages;
• Greets visitors and provides information or refers to proper authority for disposition;
• Responds to inquiries about programs, qualifications, test requirements, procedures and policies;
• Maintains appointment calendar, schedules appointments and meetings;
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures;
• Collects and prepares data for records and reports;
• Performs accounting functions, assists with budget tracking and administration;
• Maintains computerized records and generates appropriate reports;
• Processes work orders and purchase orders;
• Makes arithmetical calculations; requisitions supplies and materials for department;
• Processes personnel and payroll records;
• Receives, sorts and processes mail;
• May serve as secretary to site-based committees;
• Processes vandalism, accident and workers' compensation forms;
• Operates standard office, word processing and data processing equipment;
• Maintains confidential information;
• Performs related tasks as required.

Education and Experience

 

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in typing and some clerical and secretarial experience.

 

Knowledge, Skills and Abilities

General knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of agency programs and policies; ability to transcribe information and type accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.