TEMP Secretary - Student Services

THIS POSTING IS FOR A TEMPORARY POSITION

FULL TIME - 8 HOURS PER DAY WORKING LOCATED AT THE DISTRICT OFFICE.

ANTICIPATED START DATE IS APRIL 7TH, 2025, ENDING AUGUST 15, 2025.

When applying, please include the following:

• On-line application
• Resume'
• Cover letter
• At least 3 current letters of recommendation

JOB SUMMARY

This position provides full-spectrum administrative support to the Student Services Department as a point of contact for special education staff, the bus company, parents, and other district employees including matters of a confidential nature. Serves as a team member of the District Office staff, greeting patrons and answering incoming phone calls. Handles daily work pressures, problem-solving, material acquisition, record keeping and requires a constant concentration to a volume of work that must be completed within a limited period of time with proficiency and attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provide administrative support to the Program Director and Coordinator including, but not limited to preparation of presentations, tracking student data, calendar management, and correspondence to staff, parents, students, and community members.
• Perform general office duties including answering phones, greeting the public, typing, filing, sorting, and handling incoming and outgoing mail.
• Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format. Independently answer routine questions and correspondence not requiring the supervisor’s attention.
• Organize special education data and submit Oregon Department of Education collection reports in a timely and proficient manner.
• Run monthly Special Education Case Management reports and track annual case management information.
• In collaboration with the Nursing Department, support the NWRESD Medicaid Survey, salary and cost pool reporting.
• Maintain all special education program records in compliance with state and federal guidelines and District policy(ies).
• Support Student Service Administration Schedule/Calendars (scheduling meetings) when necessary.
• Professionally represent administrators as directed in communications with constituents providing accurate information, facilitation, and problem resolution.
• Coordinate Special Education transportation with the district bus company.
• Serve as a resource to employees in using SPED technology programs for IEPs and liaison with IT staff.
• Provide special education records to receiving school districts when requested and make copies of those records for district archived information.
• Maintain accurate and complete caseload files, track deadlines for Individual Education Programs (IEPs), and notify staff in advance of deadlines.
• Maintain accurate and complete evaluation timelines and notify staff in advance of pending deadlines.
• In collaboration with the Nursing Department, track appropriate medical protocols for students including required forms, paperwork, training, and procedures consistent with District policy(ies).
• Gain a monthly report from the district data analysis specialist and track student 504 plans.
• Compile and prepare reports for administration or outside agencies as required. Ensure all staff complete reports, check for errors, and ensure corrections are made. Use web-based programs to submit a variety of required reports. Liaison with ESD as necessary.
• Process, order and distribute supplies, books, testing, and training material as necessary and ensure that all billing and shipping issues are resolved with vendors and staff.
• Register staff for professional development or conference opportunities that have been approved by the Student Service Administration.
• Process all approved travel reimbursements, including conference expenditures and incidental expenses for staff who attend these events.
• Assist with budget preparation (including special education grants), provide monthly reports, blanket POs and tracking to the Student Services Administrator.
• Appropriately maintain and secure confidential records and inquiries.
• Professionally represent the school and the District in interactions with parents, community, staff, and students.
• Maintain appropriate certifications and training hours as required.
• Comply with applicable District, state, local, and federal laws, rules, and regulations.
• Manage special projects as assigned by the director.
• Attend work regularly and be punctual.
• Other duties as assigned.

MARGINAL DUTIES AND RESPONSIBILITIES

Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Serve on building and District committees and councils.
• Coordinate travel and assist with other program administrative needs.
• Assist other office staff and work as a team player.
• Attend required in-service training (secretary meetings or ODE training opportunities).
• Attend district office and special education staff meetings.

SUPERVISORY RESPONSIBILITIES

This position may supervise records management staff. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate’s degree (A.A.) or equivalent from two-year College or technical school; or one or more years related experience and/or training; or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in a school setting is strongly preferred.
• Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
• Ability to communicate fluently verbally and in writing in English (and Spanish preferred). Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community. Ability to effectively present information to education staff including Administrators. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and business correspondence.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• General knowledge of computer usage and ability to use database software, accounting software, internet software, e-mail, spreadsheets, and word processing software. Ability to proficiently use the following programs strongly preferred: Synergy, Google Platform (email, Google Drive, documents, sheets, slides, and forms) Infinite Visions, OrSped (special education software) Microsoft Word, Excel, Word, and ODE collection site. Ability to type accurately and proficiently.
• Ability to appropriately communicate with students, teachers, parents, members of the community, and others including vendors and other agencies. Ability to exercise good judgment and work in an environment with frequent interruptions.
• Certificates as determined by the District, including a valid Oregon Driver license.

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 may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stand and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a school that combines a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.) with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high.