Special Education Confidential Secretary - ESC

Title: Student Services Confidential Secretary 

FLSA Status: Non-Exempt

Classification: Administrative Support 

Immediate Supervisor: Director of Student Services 

Waterloo Schools is an equal employment opportunity/affirmative action employer.

Job Summary: This position is responsible for providing direct support to the Director of Student Services and communicating information to the staff, public and occasionally other districts. This position is also responsible for performing a variety of administrative support duties involving sensitive issues and confidential information.

Hiring Specifications:
Education
• High school diploma or equivalency

• AA preferred

Experience
• Three (3) years of secretarial experience

• Experience/Fluent with ACHIEVE preferred

• Experience in Infinite Campus or Student SIS preferred

Skills, Knowledge & Abilities
• Ability to perform detail-oriented work with frequent interruptions
• Ability to maintain multiple filing systems
• Strong oral and written communication skills
• Ability to meet deadlines

• Ability to multi-task

• Ability to establish and maintain effective working relationships and use good
judgment, initiative and resourcefulness when dealing with other employees and the
public
• Ability to work effectively under stress, changing work priorities and in emergencies
• Ability to work diverse groups of people
• Ability to work effectively, cooperatively and respectfully with staff, parents, students
and community members regardless of race, color, creed, gender, sexual orientation,
gender identity, ethnic/national origin, religion, marital status, age, socio-economic
status or disability
• Ability to provide customer service in a fast-paced environment
• Ability to recognize sensitive issues and maintain confidentiality

Technology Requirements
• Skill in the use of automated office equipment, including computers, related software
and the networking environment
• Proficiency in the use of Microsoft software applications including Word, Excel, Outlook
and PowerPoint

• Proficiency in Google Suite
• Proficiency in the use of the Internet

Supervision of Others:
• N/A

Personal Contacts:

• District personnel
  • Parents, students, community members
  • Law enforcement

Job Duties:

• Creates and maintains a welcoming and professional environment, over the telephone as well as in person.
•    Answers the Support/Special Education telephone calls, accurately taking messages and distributing as necessary.
•    Processes incoming and outgoing mail as directed, including change of address letters, approval/denial letters, and certified mail.
•    Updates student tags in Infinite Campus as needed.
•    Maintains student special education files, including copying, scanning, and distributing as needed.
•    Processes student IEP requests, retrieving and distributing as necessary.
•    Coordinates the work of assigned student workers, substitutes, and volunteers. Provides training and guidance. Assigns and reviews work. Interviews and completes quarterly reviews for student workers.
•    Enters data for State Student Information IEP system as directed.
•    Maintains inventory and orders office supplies as needed.
•    Completes clerical duties as needed, including filing, creating & updating spreadsheets(excel & google sheets), entering work orders, updating calendars, etc.
•    Updates and distributes reports as directed (e.g. District supports or program supports of students).
•    Sends out communication to parents regarding support services/special education updates as directed.
•    Maintains Executive Director of Student files with all recent updates including legal documents.
•    Monitors and works with schools and families regarding student concerns.
•    Processes state reporting (e.g. Alternate Assessment, R/C, Suspensions/Students with IEP’s.)
•    Processes specialized transportation requests.
•    Completes financial duties regarding outside agency contracts, LEA payments, PMIC payments.
•    Maintains and updates accurate records of student placement outside home boundaries.
•    Processes Infinite Campus student tags and identification.
•    Resolves transportation issues for PreK – 12th-grade students with IEPs.
•    Provides support for Support Services/Special Education/Educational Services staff as directed.
•    Create Purchase Orders, district-level purchasing, and P-Card fiscal responsibility for the department.
•    Verifies enrollment for certified and weighted special education count.
•    Support Extended School Years Services
•    Enrolls PK students identified for special education services
•    Performs other duties as may be assigned.

Salary : $40,000 - $44,000