Secretary - Special Education/North Service Unit Job at Sylvania in Holton

Overview POSITION TITLE: Secretary – North Service Unit REPORTS TO: Director of Special Education Services Holton ~ Montague ~ North Muskegon ~ Reeths-Puffer DATE UPDATED: 2025 Position Summary The Secretary – Special Education provides comprehensive administrative and clerical support to ensure the efficient operation of the Special Education Department. This position assists in maintaining compliance with district, state, and federal regulations governing special education services. The ideal candidate demonstrates professionalism, attention to detail, and the ability to manage confidential information while supporting students, families, staff, and administrators. The role requires strong organizational skills, flexibility, and the ability to manage multiple priorities in a fast-paced environment. Qualifications High school diploma or equivalent required; coursework in business, office management, or computer applications preferred. One to three years of office or clerical experience, preferably in an educational or public-sector setting. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Forms, Calendar). Experience using database systems or student information software (e.g., PowerSchool, MIPSE, or similar). Strong organizational, problem-solving, and time management skills. Excellent written and verbal communication and interpersonal skills. Ability to handle confidential information with integrity and discretion. Basic accounting or bookkeeping experience preferred. Essential Duties and Responsibilities Front Office Support Greet and assist staff, students, parents, and visitors in a professional and courteous manner. Answer and route incoming phone calls and emails; provide accurate information or refer inquiries to appropriate personnel. Maintain a welcoming, organized, and efficient office environment. Data and Records Management Create, maintain, and update student and program records in compliance with district and state requirements. Process new enrollments, transfers, and withdrawals for students receiving special education services. Maintain confidential files, reports, and databases related to student services, attendance, and compliance documentation. Clerical and Administrative Support Prepare correspondence, reports, and official documentation. Schedule meetings, appointments, and IEPs (Individualized Education Program) as directed. Compile and verify data for audits, compliance reviews, and program reports. Maintain department calendars and communicate important dates and deadlines. Financial and Purchasing Support Process purchase orders and track department expenditures. Assist with budget documentation, billing, and payroll reporting as assigned. Communication and Coordination Serve as a liaison between the Special Education office, school buildings, and district departments. Coordinate and distribute materials, notices, and information to staff and families. Arrange for interpretation or translation services for non-English-speaking families when needed. Professional Development and Other Duties Participate in training and professional development related to clerical support, compliance, and software systems. Perform other duties as assigned by the Director of Special Education Services. Knowledge, Skills, and Abilities Ability to read and interpret business correspondence, policy manuals, and professional journals. Ability to compose professional reports, letters, and other written communication. Skill in prioritizing and organizing work while managing multiple tasks and deadlines. Strong attention to detail and accuracy in data entry and document preparation. Ability to maintain confidentiality and handle sensitive information appropriately. Strong customer service orientation and ability to work effectively with diverse groups of people. Certificates, Licenses, or Registrations None required. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this position, the employee is regularly required to sit for extended periods, use hands to handle documents and operate office equipment, and communicate effectively by phone and in person. The employee may occasionally be required to stand, walk, reach, bend, or stoop. The employee must occasionally lift and/or move up to 30 pounds. Vision requirements include close vision and the ability to adjust focus, particularly when working at a computer or with detailed documents. The statements in this job description are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the position. #J-18808-Ljbffr