Position Title: In District Secretary 

Position Department: K-12 Special Education

Position Location: Central Office (Green Ave)

Bargaining Unit: WPESPA - 12 month

Last Updated Date: April 27, 2021

Position Summary:  The In District Secretary for K-12 Special Education performs varied and moderately complex clerical and recordkeeping work involving proficiency in data entry, word processing, graphics, and statistical report preparation to support in-district special education staff, central administration and building-level staff.  The In District Secretary serves as the receptionist for the department and performs duties requiring diligent exercise of judgment and initiative. The In District Secretary also does related work as required.

Key Responsibilities & Essential Duties:

1. Primary Records Clerk for Special Education Department
2. Maintains student electronic as well as hard copy Special Education records for in-district students; fills In-District student records requests
3. Supports compliance of in-district student special education documents
4. Primary registration liaison; coordinating Special Education Department processing of newly enrolled students
5. Obtains Special Education records for sending schools and school districts
6. Coordinates and monitors New Student Onboarding by collaborating with multiple departments for seamless entry of newly enrolled in-district students
7. Supports in-district Special Education and Gifted Support staff
1. Processes and finalizes Special Education and Gifted Support documents - Verifies receipt of initial ER and IEP documents
2. Records and monitors receipt of new requests for evaluation for in-district students
3. Primary Receptionist for Special Education Department; Answers or refers inquiries and gives out approved information over the telephone or in person; interprets departmental or school policies when necessary
8. Primary In-District Extended School Year (ESY) Support
1. Service Provider and parent contacts
9. Prepares requisitions for Special Education Services department office supplies and equipment
10. Maintains Central Administration Special Education Department staff attendance
11. Types materials which may be of a confidential nature; organizes and maintains files, records, guides and rule books; screens and routes office mail.
12. Submits Special Services Department work orders
13. Secretarial duties (such as scheduling, mail, typing, filing, answering telephone, receptionist, duplication, correspondence)
14. Perform other duties as assigned by Special Education Services administrators

Knowledge, Skills & Abilities:

Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.

Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.

Ability to understand and hold self and others accountable for promoting and attaining the goals as outlined in Focus Forward 2025.

Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.

Knowledge of general office practices and procedures, and the operation and routine maintenance of standard office equipment.

Knowledge of standard payroll processing procedures.

Knowledge of the Microsoft Office and Google Suites.

Knowledge of business English, arithmetic, punctuation and grammar.

Use a personal computer and word processing software effectively (specifically, Google Suite and Microsoft Office Suite products)

Type from a clear copy at a minimum speed of 40 net correct words per minute

To manage resources.

Make varied arithmetic computations and tabulations accurately and with reasonable speed.

Understand and carry out complex written and oral directions.

Establish and maintain effective working relationships.

Plan and organize work independently.

Think and act under pressure with a high level of efficiency.

Work in a changing environment and manage multiple priorities.

Analyze situations and adopt an effective course of action.

Demonstrate verbal and written communication skills.

Required Qualifications:

High school diploma or equivalent

Three years of full-time, paid secretarial/clerical experience which has included maintaining confidential records

Experience using Microsoft Suite, Google Suite

Eligible for a Pennsylvania driver's license at time of hire

Preferred Qualifications:

Associates degree or some college preferred

Five years of full-time, paid secretarial/clerical experience which has included maintaining confidential records

Knowledge and use of various Special Education Information Systems

Condition of Employment:

Current clearances as required by PA Department of Education: 

1. Copy of Act 33(PA Child Abuse History)
2. Copy of Act 34(PA Criminal Background Check)
3. Copy of Act 114 (FBI Fingerprinting Background Check)
4. Copies of Act 168 (Sexual Misconduct/Abuse Disclosure Release) forms from prior employers.
5. The Office of Human Resources will administer a battery of pre-employment tests to all secretarial support staff candidates

Working Conditions & Physical Requirements:

Work scheduled hours on a consistent basis

Indoor office environment is subject to frequent interruptions

Pushing, moving and lifting objects with a strength factor of light work

Dexterity of hands and fingers to operate a variety of standard office equipment

Clarity of vision at varying distances

Verbal, auditory and written capabilities to effectively communicate in an articulate manner

Sitting and standing for extended periods of time

Frequent sitting, standing and walking

Reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies

Lifting objects with a strength factor of light work

Occasional bending, reaching and stretching

Occasional kneeling, crouching and squatting

Occasional pulling, pushing

Level of Compensation: Commensurate with Experience

Disclaimer: The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility, and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability, or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include, every possible activity and task performed by every specific employee.