Oak Park & River Forest High School is hiring: Special Education Secretary - Sta

Special Education Secretary - Staffing Scheduling and Records

Job Title: Special Education Secretary - Staffing Scheduling and Records

Reports to: Executive Director of Special Education

Terms and Conditions: Full-time, 11-month position, 8 hours per day. Includes full benefits package including medical insurance, dental insurance, and retirement plan

FLSA Status: Non-Exempt

Salary: $22.61 per hour, Grade 2, per Classified Personnel Association collective bargaining agreement.

Please click here for more information regarding salary and benefits.

Overview

The primary role of the Special Education Secretary - Staffing Scheduler is to schedule special education staffing meetings in an organized, timely manner. This includes, but is not limited to, annual review conferences, eligibility/MDC, domains, initials, manifestation determination hearings, and 8th grade transition meetings. The staffing scheduler may also perform office clerical support as described below.

Responsibilities

• Compile and organize special education documentation in preparation for meetings, filing, and sending to parents, students, and/or team members. Copy IEPs for parents and enclose copies with parent rights; distribute IEP as appropriate; return student files to the Special Education Records room. Maintain files and perform necessary record keeping associated with staffing function.
• Process and distribute necessary documents to support IEP follow up. Process and submit accommodation forms for College Boards, ETS and PSATs. Typing and distributing correspondence for Special Education Supervisors. Monitor for responses as necessary.
• Create, compile, and distribute district Notification of Team Conferences via email and US Mail, including copies of Parental Rights.
• Attend staff meetings, take and prepare minutes as requested.
• Answer telephone calls and greet visitors; respond to questions and provide information to students, faculty, staff, and the public or direct them to appropriate offices or personnel.
• Schedule all required meetings for students with IEPs and 504 Plans, including Annual Reviews, Re-evaluations, Domain meetings, Initial evaluations, and other compliance-related meetings.
• Ensure timely notification of conferences to parents/guardians and staff in accordance with legal requirements.
• Maintain and update the special education calendar to ensure accurate scheduling.
• Track due dates and timelines to maintain compliance with federal, state, and district mandates.
• Confirm appropriate team members are invited to and attend each meeting (case managers, general education teachers, related service providers, administrators, parents/guardians, interpreters if needed).
• Monitor and report compliance data regularly to the Director of Special Education.
• Coordinate and schedule substitute coverage for special education teachers and staff; maintain accurate records of substitute assignments, coverage logs, and staff absences. Communicate with HR and the school’s substitute system to ensure seamless coverage for classes and services.
• Problem-solve coverage issues proactively to minimize disruption to student services.

Qualifications

• Strong knowledge of business English, spelling, modern office practices and procedures.
• Ability to maintain good working relationships with all community contacts, citizens, general public, newspapers, community organizations as well as students, faculty, and staff. Strong organizational skills and ability to prioritize demands in a timely manner.
• Self-directed with minimal supervision; excellent communication and interpersonal skills.
• Preferred qualifications: knowledge of the general functioning of the school environment; familiarity with IEP processes; shorthand or speed writing skills.

Physical/Environmental

Standing, sitting, lifting, carrying/reaching, fine motor dexterity, talking, hearing, and visual acuity: near.

Physical Demands

No significant demands associated with this job.

Employment Details

Employment type: Full-time

Seniority level: Entry level

Job function: Administrative

Industries: Education Administration Programs