Job Title: Special Education Secretary

Department: Student and Family Services

Classification: Classified IIIA/IIIB

Reports to: Director of Special Education

FLSA Status: Non-Exempt

Job Summary: The job of "Special Education Secretary" is done for the purpose/s of providing administrative support to assigned personnel; communicating information to staff, the public, and other districts; ensuring compliance with the Oregon Department of Education's legal and administrative requirements; providing information and/or direction as may be requested; and monitoring assigned activities and/or program components (e.g. district requirements, critical timelines, preparations for meeting, etc.) to ensure compliance with legal and or administrative requirements.

Essential Job Functions:

• Support administrative personnel and teachers on special assignment (TOSA's) in both routine and confidential areas, to assist with their administrative and/or departmentalProvide direction, guidance, and direct assistance on routine matters in personal areas of responsibility.Answer phone and emails, respond to inquiries; screen and/or redirect calls based on knowledge of the department and Receive, route, and distribute mail to staff.Oversees a variety of school or statewide programs, as assignedfor the purpose of meeting school, district and/or state requirements and ensuring the smooth operation of the department.Monitors assigned activities and/or program components (e.g. district requirements, program budgets, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements within the department.Collaborate with departments to assist in maintaining the student database and special educationPrepares and monitors budget, financial, contracts and other proposals and reports.Monitors fund balances of assigned programs and related financial activity for ensuring allocations are accurate, within budget limits, and fiscal practices and/or regulations.Compose documents (e.g. correspondence, reports, ) to communicate information to school and district personnel, state officials, government and private agencies, and other stakeholders and outside partners and/or independent contractors.Evaluate situations (i.e. involving other staff, students, parents, ) and take appropriate action and/or direct to appropriate personnel for resolution.Maintain calendars to include scheduling and coordination of individual appointments, meetings, hearings, andAssist Director of Special Education and Program Administrators in maintaining confidential evaluation records for district student & family services and special education staff, student legal issues, mediations, and due process agreements, and ODE complaints andOversee ordering, distribution and inventory of department computers and specialists' testing supplies.Partner with the Multnomah Education Service District (MESD), regarding services and opportunities they

Other Job Functions:

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Qualifications:

Experience Required: Prior job-related experience with increasing responsibility involving independence of action and decision making responsibilities.

Skills, Knowledge and/or Abilities Required:

Skills to : perform basic clerical functions, basic arithmetic calculations, and operate standard office equipment including computer, telephone, printer and copier including advanced level use of MS Office Suite (Word, Excel, and Outlook) and use of other computer applications; communicate clearly, concisely and effectively in English with staff, parents, partners and other stakeholders orally both in person and by phone and in writing; use correct grammar, punctuation and spelling; maintain a high level of attention to detail to ensure accuracy in all duties performed; keep, organize and maintain accurate records; understand and appropriately handle confidential and sensitive information; collaborate, and work with diverse groups and individuals.

Knowledge of : laws, regulations, administrative rules, policies and procedures related to assigned functions; basic budgeting, accounting, financial and statistical record keeping.

Ability to: Exercise independent judgment in making technical and procedural decisions regarding work and assignments, work methods, and work products; understand and carry out oral and written instructions; meet schedules and deadlines, read/interpret/apply rules, regulations and policies; problem solve and effectively reduce findings to writing; work effectively and be able to concentrate and consistently produce accurate work in an environment with frequent interruptions and changing priorities; demonstrate flexibility in responding to immediate needs and priorities of the department; work successfully both individually and as a member of a team; maintain confidentiality of district, school and student business; establish and maintain effective working relationships with all stakeholders; provide a positive customer service experience, using excellent interpersonal skills and a times interact effectively with people who are emotionally upset, angry or distraught while maintaining control and professionalism; maintain regular attendance and punctuality to carry out the duties and responsibilities of the position;

Significant Physical Abilities include: sitting for prolonged periods and completing extensive computer work; reaching/handling/manual dexterity, talking/hearing conversations and other sounds, near visual acuity with or without visual accommodation to include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus; occasionally pushing/pulling balancing, stooping, lifting and moving 25 to 50 pounds to move tables, chairs, and equipment in order to assist with event set up and take down when needed;

Education and Training Required: Preferred two year or post high education leading to an associate's degree, or High School diploma accompanied by equivalent work experience.

Licenses, Certifications, Bonding, and/or Testing Required: Oregon fingerprint and criminal background check clearance required. Testing: Online computer use skills test at advanced level in order to be placed in IIIB classification.