Secretary, Special Programs and Services Records and PEIMS (10071)

BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision, organize and manage the routine activities necessary for the operation of the special education department, with special focus on records and PEIMS management. 

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Major Responsibilities and Duties:

Student Records & Information Management (SPED & 504)

• Database Synchronization & Auditing: Execute routine administrative tasks in electronic student databases (Skyward and Frontline),
• Transfer & Referral Monitoring: Maintain, balance, and audit the district’s comprehensive SPED and Section 504 student transfer spreadsheets against Frontline data; closely track SPED and 504 referral progression to ensure continuous compliance.
• Records Processing & Fulfillment: Process, receive, and fulfill complex student records requests from internal campuses and select outside entities (including SSI, medical facilities, and judicial systems) in compliance with FERPA guidelines.
• Consent Management: Draft and secure required programmatic documentation, including Consents to Speak with Outside Providers and Consents for Disclosure, to legally facilitate the exchange of sensitive medical and psychological records.

State and Federal Compliance Reporting (PEIMS & Child Find)

• PEIMS Data Entry & Coding: Perform rigorous data entry, maintenance, and verification of Special Education and Section 504 Dyslexia PEIMS coding within Skyward and auxiliary databases to ensure error-free submissions.
• Child Find Reporting: Process and log initial campus special education referrals ("Child Find") into Frontline, precisely capturing referral types and regulatory dates, and systematically archiving completed referral forms within Archive Manager.
• Compliance Tracking & Reactivations: Monitor electronic records in Frontline to systematically transition students out of active referral statuses (e.g., Do Not Test/DNT), and properly reactivate/turn back on records for returning students.
• System Integrity Audits: Audit Alternative Education Program (AEP) rosters, enrollment/withdrawal reports, and morning agency reports (including BCSO) to verify that all SPED and 504 student statuses are labeled accurately across district platforms.

Department Operations & Special Services Support

• Specialized Transportation Coordination: Process and verify specialized transportation supplements received from ARD and 504 Facilitators; resolve data discrepancies, code enrolled students in Skyward, and maintain updated, cross-fiscal-year tracking spreadsheets and shared folders.
• Frontline Administrative Support: Assist with localized system administration duties in Frontline, including managing user access, updating staff dropdown directories, maintaining email distribution lists, and scheduling campus administrative or timeline reports.
• Translation & Communications: Provide critical translation and bilingual support for departmental communications, including incoming phone calls, formal meetings, parent walk-ins, and district documents.
• Annual Program Assistance: Support the compilation and coordination of necessary data for annual accounting submissions, such as the SHARS Cost Report, in collaboration with the service center and TSBS.
• Inventory Control: Manage localized departmental logistics and asset tracking, including maintaining an accurate inventory of specialty student equipment (e.g., safety harnesses).

Accounting:

• Perform routine bookkeeping tasks and, including simple arithmetic operations, for the designated administrator.
• Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of supplies and program equipment.
• Assist with department budgetary matters; developing and maintaining.
• Process staff travel reimbursement reports for department staff.

Other:

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.
• Maintain confidentiality of sensitive  information according to the Family Education Rights to Privacy Act (FERPA)
• Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, issue supplies and equipment for the department.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
• Promote a positive image to the school and community.
• Positively communicate and represent the District and Department vision/mission
• Assist in the development of policies and procedures for the Department of Special Programs and Services
• Assist the Department of Special Programs in basic functions and project completion.
• Attend department and campus meetings as required by Department Administrative staff.
• Attend training as determined appropriate by Department Administrative staff.
• Communicate and collaborate with campus/department staff to enhance service delivery and customer/staff satisfaction.
• Perform other job-related duties as assigned.

EQUIPMENT USED: Personal computer, printer, calculator, copier, and fax machine

ENTRY QUALIFICATIONS: High school diploma or GED

EXPERIENCE: Three years’ secretarial experience, preferably in a public education environment

SUPERVISION EXERCISED: None

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of school district organization, operations, and administrative policies
• Ability to multi-task numerous complex administrative activities
• Highly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District.
• Excellent interpersonal, organizational and communication skills
• Requires good mathematical skills
• Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Ability to initiate and complete projects and programs
• Ability to research, compile, analyze and report data clearly 

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 including frequent keyboarding and use of a mouse; occasional reaching

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

Environment: May work prolonged or irregular hours; occasional districtwide travel

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

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. 

Salary : $19 - $28