Secretary Special Education

The Secretary to the Special Services and Federal Programs departments is assigned the responsibility of providing administrative and secretarial support to assigned administrators; communicating information on behalf of the administrators to other staff, districts or agencies; and coordinating activities of assigned administrators. 

Primary Responsibility to:
Director of Programs
Responsibilities (Job functions)

  • Greet employees and visitors to the office in a pleasant, informed manner providing information and creating a positive image of the office and the district.
  • Prepare correspondence, notebooks, charts, graphs and studies as required for the purpose of clearly communicating necessary information.
  • Complete and submit district, state and federal reports.
  • Respond to voice, text and email communication for the purpose of prompt communication of necessary information.
  • Assist with the organization and preparation for in-service and workshop activities both on and off campus.
  • Assist with the organization, preparation, and clean up for family engagement activities. 
  • Manage the purchasing procedures for the office, Federal Programs, and Special Services. 
  • Manage the Director's appointment calendar.
  • Maintain student records on the student data management system for the purpose of having accurate data for test administration.  
  • Administer assessments.
  • Maintain hard copy files of correspondence, student records, records of staff development, and other department records.
  • Maintain and update data in the special service software system (enrollment records, due dates, district calendar, etc.)
  • Assist staff in completing missing paperwork.
  • Make copies of completed packets and distribute to necessary parties after meetings
  • File paperwork including student progress reports.
  • Serve as Secretary for the Kimberly Early Education Program (PreSchool) including registration duties. 
  • Schedule Preschool Screenings
  • Maintain Preschool website
  • Post Preschool information on website
  • Assist teachers with making special transportation arrangements.
  • Assist with organizing and enrolling students in summer school programs.
  • Obtain signed consents from parents for special education evaluation. 
  • Keep digital records of evidence for Federal Programs monitoring requirements.
  • Assist in finding substitutes/coverage for paraprofessionals.
  • Update special services and preschool handbooks.
  • Track paraprofessional qualifications.
  • Track Mandt certification for special education staff.
  • Track certified and classified staff evaluation completion.
  • Manage Safe schools training assignments.
  • Assist Board Clerk with payroll. 
  • Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities.
  • Perform other duties as assigned.  

Skills, Knowledge and Abilities Required:

  • Skills to organize and manage multiple tasks.
  • Effective oral and written communication skills.
  • Ability to develop creative solutions.
  • Knowledge of state and federal policies and procedures regarding Federal Programs, Special Education, testing, and curriculum.
  • Computer skills including word processing, presentations, email, student data management system, internet.
  • Knowledge of equipment including printers, copy machines, scanners, etc.
  • Patience and flexibility.