Special Education Secretary - Staffing and Scheduling Records Job at Oak Park an

Overview

Job Title: Special Education Secretary - Staffing Scheduling and Records. Reports to: Executive Director of Special Education. Terms: 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.

Location: Oak Park and River Forest High School. Date Posted: 9/12/2025. Date Available: 09/29/2025. Closing Date: 09/25/2025.

Position Summary

The primary role of the Special Education Secretary - Staffing Scheduler position is to schedule special education staffing meetings in an organized, timely manner. Meetings include, but are 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 in an efficient, organized, and timely manner as described below.

Job Functions

• Compiles and organizes special education documentation in preparation for meetings, filing, and sending to parents, students, and/or team members. Copies IEP for parent and encloses copy with parent rights, distributes IEP as appropriate, and returns student file to Special Education Records room. Maintains files and performs necessary record keeping associated with staffing function.
• Processes and distributes necessary documents to support IEP follow up. Processes and submits accommodation forms for College Boards, ETS and PSATs. Typing and distributing correspondence for Special Education Supervisors. Monitor for responses as necessary.
• Create, compile and district Notification of Team Conferences both via email and US Mail to include copies of Parental Rights.
• Attends staff meetings, takes and prepares minutes as requested.
• Answers telephone calls and greets visitors in courteous manner, responding to questions, providing information to students, faculty, staff, and public where appropriate or directs 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 conference is sent to parents/guardians and staff in accordance with legal requirements.
• Maintain and update the special education calendar to ensure accurate and efficient 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. Considerable skill in organizing work effectively and prioritizing demands in a timely manner.
• Ideally, the individual in this position will possess the ability to be self-directed with little or no supervision. Excellent communication and interpersonal skills are important to success in this position.
• Preferred qualifications - Strong knowledge of the general functioning of the OPRFHS working environment or other school environment: skill in the use of shorthand or speed writing techniques. Strong knowledge of IEP processes.

Physical/Environmental

• Physical/Visual Activities: Standing, sitting, lifting, carrying/reaching, fine motor dexterity, talking, hearing, visual acuity: near.
• Physical Demands: No significant demands associated with this job.
• Environmental Conditions: Standard office conditions without windows.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

Industries

• Primary and Secondary Education

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