School District U-46
Position / Title:
Director of Specialized Student Services Secretary C
Bargaining Unit:
DUSA
Department/Location:
Specialized Student Services
Calendar Days:
261
Reports To:
Director of Specialized Student Services
JD Revision Date:
06/30/2023
Supervises:
N/A
Function / Position Summary
Support all functions of Specialized Student Services. Provide secretarial support for the Director of Specialized Student Services and Special Education Administrator. Exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.
Job Duties / Responsibilities
Schedule and coordinate calendars, meetings, and appointments for the Director of Specialized Student Services and Special Educator Administrator on a daily basis. Secure meeting rooms for special education department and district staff using Office Tracker and Master Library. Assist Director in compiling data, finalizing and submitting all IDEA grants to ensure compliance with grant terms and conditions. Compile, record, and track special education program budgets, department budgets, and IDEA grant expenditure accounts. Prepare related reports and a variety of administrative documentation (i.e. timesheets, orders, spreadsheets, etc. Prioritize tasks to meet timelines in a timely manner on a variety of projects as assigned (i.e., professional development programs, IDEA grants and amendments, monthly reconciling of grant subs and expenditures, submission of reports to ISBE). Responsible for general office duties; answer phones; greet and direct visitors; assist and support staff; screen phone calls: and transfer phone calls to the appropriate party. Receive, sort, and disseminate correspondence for and/on behalf of the supervising administrator(s) including the original “draft” of memos, forms, newsletters, reports, and other correspondence (as assigned). Assist to establish and maintain student and department records; compile, record, and update routine reports as necessary (i.e. Specialized Student Services administrator meeting attendance reports, Embrace, Infinite Campus reports etc.) Maintain inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring timely availability. Provide additional Specialized Student Services secretarial support as needed and during long-term absences. Prepare vendor invoices for payment and maintain an accounting record on all purchase orders and credits. Process and approve special education requisitions in Great plains to ensure orders and invoices are processed in a timely manner. Coordinate and expedite repair of equipment by contracting vendors. Participate in related training when offered by the district. Other duties as assigned.
Education
High School diploma or equivalent required. Associates degree preferred.
Experience / Knowledge
Five years of secretarial experience in a school setting preferred. Bilingual - Spanish/English (written/verbal) preferred. Working knowledge of Microsoft Office suite and Google applications. Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines. Familiar with IEPoint, Infinite Campus, Great Plains, Canvas and School Dude preferred.
Physical Demands
Ability to work on a computer/telephone over the major portion of the day. Ability to lift up to 25 pounds.
SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)
Classification A
(Proficiently demonstrates all criteria listed)
Ability to communicate and interact with staff and co-workers in a professional manner Demonstrates positive customer service skills Demonstrates confidentiality Ability to work independently Ability to prioritize tasks Demonstrates organizational skills Keeps accurate filing Maintain appropriate inventories and online file management Able to use office machines (ex. laminator, fax, intercom, phone, copier) Accurate typing/keyboarding Working knowledge of computer programs Willingness and ability to learn
Classification B
(Proficiently demonstrates all criteria listed, Including classification A)
Perform reception duties Perform student attendance duties Utilize excellent written and verbal communication skills (parents, staff and students) Responsible for tracking and balancing building/department expenditures (if applicable) Working knowledge of computer program Word and Excel Willingness to learn and become proficient in advanced applications and specialized computer
programs (Mail Merge, Student Information Systems, Business Portal, etc.)
Classification C
(Proficiently demonstrates all criteria listed, including classifications A and B)
Demonstrates appropriate decision making in support of or in absence of director or supervising administrator Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building Proficient in specialized computer programs and applications. Responsible for creating and initiating written and verbal communication (community and district officials/representatives) Responsible for maintaining director or supervising administrator calendar/schedule (if applicable) Responsible for office management, environment, staff, finances (banking and financial software) Ultimately responsible for coordination, organization, facilitation of district level department/building
Terms of Employment
This is a 12-month position. Salary and benefits as established by the Board of Education.
Additional Informaiton
Starting Hourly Rate $18.12 Full time 8 hour position Pension and Insurance Eligible
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Director of Specialized Student Services Secretary C
Bargaining Unit:
DUSA
Department/Location:
Specialized Student Services
Calendar Days:
261
Reports To:
Director of Specialized Student Services
JD Revision Date:
06/30/2023
Supervises:
N/A
Function / Position Summary
Support all functions of Specialized Student Services. Provide secretarial support for the Director of Specialized Student Services and Special Education Administrator. Exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.
Job Duties / Responsibilities
Schedule and coordinate calendars, meetings, and appointments for the Director of Specialized Student Services and Special Educator Administrator on a daily basis. Secure meeting rooms for special education department and district staff using Office Tracker and Master Library. Assist Director in compiling data, finalizing and submitting all IDEA grants to ensure compliance with grant terms and conditions. Compile, record, and track special education program budgets, department budgets, and IDEA grant expenditure accounts. Prepare related reports and a variety of administrative documentation (i.e. timesheets, orders, spreadsheets, etc. Prioritize tasks to meet timelines in a timely manner on a variety of projects as assigned (i.e., professional development programs, IDEA grants and amendments, monthly reconciling of grant subs and expenditures, submission of reports to ISBE). Responsible for general office duties; answer phones; greet and direct visitors; assist and support staff; screen phone calls: and transfer phone calls to the appropriate party. Receive, sort, and disseminate correspondence for and/on behalf of the supervising administrator(s) including the original “draft” of memos, forms, newsletters, reports, and other correspondence (as assigned). Assist to establish and maintain student and department records; compile, record, and update routine reports as necessary (i.e. Specialized Student Services administrator meeting attendance reports, Embrace, Infinite Campus reports etc.) Maintain inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring timely availability. Provide additional Specialized Student Services secretarial support as needed and during long-term absences. Prepare vendor invoices for payment and maintain an accounting record on all purchase orders and credits. Process and approve special education requisitions in Great plains to ensure orders and invoices are processed in a timely manner. Coordinate and expedite repair of equipment by contracting vendors. Participate in related training when offered by the district. Other duties as assigned.
Education
High School diploma or equivalent required. Associates degree preferred.
Experience / Knowledge
Five years of secretarial experience in a school setting preferred. Bilingual - Spanish/English (written/verbal) preferred. Working knowledge of Microsoft Office suite and Google applications. Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines. Familiar with IEPoint, Infinite Campus, Great Plains, Canvas and School Dude preferred.
Physical Demands
Ability to work on a computer/telephone over the major portion of the day. Ability to lift up to 25 pounds.
SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)
Classification A
(Proficiently demonstrates all criteria listed)
Ability to communicate and interact with staff and co-workers in a professional manner Demonstrates positive customer service skills Demonstrates confidentiality Ability to work independently Ability to prioritize tasks Demonstrates organizational skills Keeps accurate filing Maintain appropriate inventories and online file management Able to use office machines (ex. laminator, fax, intercom, phone, copier) Accurate typing/keyboarding Working knowledge of computer programs Willingness and ability to learn
Classification B
(Proficiently demonstrates all criteria listed, Including classification A)
Perform reception duties Perform student attendance duties Utilize excellent written and verbal communication skills (parents, staff and students) Responsible for tracking and balancing building/department expenditures (if applicable) Working knowledge of computer program Word and Excel Willingness to learn and become proficient in advanced applications and specialized computer
programs (Mail Merge, Student Information Systems, Business Portal, etc.)
Classification C
(Proficiently demonstrates all criteria listed, including classifications A and B)
Demonstrates appropriate decision making in support of or in absence of director or supervising administrator Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building Proficient in specialized computer programs and applications. Responsible for creating and initiating written and verbal communication (community and district officials/representatives) Responsible for maintaining director or supervising administrator calendar/schedule (if applicable) Responsible for office management, environment, staff, finances (banking and financial software) Ultimately responsible for coordination, organization, facilitation of district level department/building
Terms of Employment
This is a 12-month position. Salary and benefits as established by the Board of Education.
Additional Informaiton
Starting Hourly Rate $18.12 Full time 8 hour position Pension and Insurance Eligible
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