Executive Secretary, Bridges (Anticipated)

Executive Secretary, Special Education - 260

REPORTS TO: Department Administrator

POSITION OBJECTIVE: The job of Executive Secretary, Special Education is done for the purpose/s of performing diversified secretarial duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring efficient operation of support functions.

MINIMUM QUALIFICATIONS: Targeted, job related education with study in a job-related area.

REQUIRED SKILLS:

• Operate standard office equipment

• Prepare and maintain accurate records

• Use pertinent software applications

• Effective communication skills, both written and verbal in attempt to cultivate positive relationships within the district

• Ability to address inquiries and concerns from students and families compassionately and professionally.

• Adapt to changing work priorities

• Perform basic math, including calculations using fractions, percents, and ratios

• Write documents following prescribed formats

• Present information to others effectively

• Capacity to handle sensitive and confidential information with discretion.

• Ability to prioritize within a dynamic work environment

• Understand complex, multi-step written and oral instructions

• Proficient in computer and Internet operations

• Familiarity with office application software

• Understanding of board policy, district, state, and federal regulations/laws

• Schedule activities, meetings, and/or events

• Gather and collate data

• Work flexibly with others in a variety of circumstances

• Collaborate and communicate effectively with a wide diversity of individuals

• Utilize job-related equipment efficiently

• Identify problems and create action plans to resolve them

• Independently interpret data for problem-solving

• Familiarity with special education laws and policies at the district, state, and federal levels.

• Establish effective working relationships with staff and students, and all stakeholders

• Demonstrate:

  • Effective communication with diverse groups.

  • Confidentiality in handling sensitive information.

  • Timely completion of tasks and adherence to schedules.

  • Ability to set and adjust priorities as needed.

  • Teamwork and cooperation.

  • Focus and performance despite constant interruptions.

  • Proficient English communication, both written and verbal.

  • Strong problem-solving and decision-making skills.

Essential Functions

• Attends department and/or in-service meetings, for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, conveying and/or gathering information required to perform functions.

• Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.

• Compiles data from a variety of sources for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrators.

• Coordinates a wide variety of projects, functions and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.

• Maintains a wide variety of manual and electronic documents, files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Monitors a wide variety of activities on behalf of the assigned Administrator for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.

• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

• Procures supplies and materials for the purpose of maintaining availability of required items.

• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.

• Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

• Schedules a wide variety of activities for the purpose of making necessary arrangements for the assigned administrator.

• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

• Assists substitutes to the department for the purpose of ensuring that programs continue in the absence of the teacher.

• Coordinates the scheduling of IEP meetings ensuring all necessary parties are informed, invited, and provided appropriate written notification.

• Manage the workflow of confidential legal documents.

• Maintain a database of student records, IEPs, and related documentation, ensuring accuracy and compliance.

• Manages transportation throughout the department including sending routes to providers, working with the transportation department and making any necessary updates throughout the year.

• Respond to inquiries from parents, teachers, and outside agencies regarding special education services and policies in timely, professional ways.

• Ensures copiers, printers and other technology is in working order in concert with the Technology Department

• Escorts parents and other team members to Special Education conference rooms daily.

• Assists the department in organizing accommodation implementation and collaborating with the building testing coordinator.

• Assists with the preparation of substitute planning and department reports.

• Creates and submits departmental work order requests.

• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

RESPONSIBILITY

Responsibilities include: working under direct supervision using standardized procedures; leading, guiding, and/or coordinating others; utilization of some resources from other work units may be required to perform the job's functions. There is some opportunity to affect the organization's services.

WORKING ENVIRONMENT

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and healthy environment.

REQUIRED TESTING CERTIFICATES

Job Fit Test

Grammar Test

Technology Test

TERMS OF EMPLOYMENT: 260 day work calendar

SALARY GRADE: S4 on salary schedule

Apply online at: www.niles219.org

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Niles Township High Schools District 219 is an equal-opportunity employer. It is the policy and practice of District 219 to decide all matters relating to employment solely on the basis of the applicant's ability to perform the essential functions of the position. District 219 ensures equal employment opportunities regardless of race, creed, sex, sexual orientation, color, national origin, religion, age, or handicap.

The District has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making an application for an opening should contact the Assistant Superintendent for Human Resources.