District Special Programs Clerk

Job Title: District Special Programs Clerk Wage/Hour Status: Non-Exempt

Reports to: Special Education Coordinator/Diagnostician

Date Revised: October 2023

Department: Central Administrative Office

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Summary:

Provides clerical support and office management for the Special Programs Department under the supervision of the Special Education Coordinator/Diagnostician.

Qualifications/Education:

• High school diploma or equivalent
• 2 years’ experience working with special programs preferred.

Other Skills and Abilities:

• Be able to work cooperatively and efficiently despite pressure situations and frequent interruptions.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Ability to communicate effectively (verbally and written); to read and comprehend instructions, short correspondence, and memos.
• Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
• Excellent public relations, organization, communication, and interpersonal skills.
• Ability to multi-task numerous complex administrative activities.
• Become proficient with the Special Education Database (activating students, withdrawing students, sending student records, giving access to staff to the special education database).
• Ability to perform duties remotely and/or on a flex schedule, upon approval by superintendent, in response to pandemics, natural disasters, catastrophic events, etc. and will be subject to virtual/distance learning policies and procedures as set forth in employee handbook.

Major Responsibilities and Duties:

Special Programs Support

• Provide administrative support to Special Education Coordinator/Diagnostician and Special Programs Department staff to include Special Education, Dyslexia, 504, etc.
• Organize and manage routine work and daily activities of the Special Programs Department.
• Contact parents, school districts, clinics, physicians, etc. to request Special Education documents and signatures.
• Assist in monitoring Initial Evaluation timelines, Three Year Evaluation timelines and Annual Meeting timelines.
• Scan and upload Special Education documents on the District Special Education Database.
• Send and request Special Education records to and from transferring districts.
• Assist in the completion of projects under the direction of the Special Education Coordinator/Diagnostician.
• Coordinate instructional materials/equipment for the Special Programs Department.
• Assist in completing invoices and ordering testing/evaluation materials.
• Coordinate records and paperwork between campuses and central office.
• May assist in internal and external audits.
• Organizes and prepares materials for workshops, conferences, and in-service meetings.
• Coordinate, schedule and notify required participants for Admission, Review and Dismissal (ARD) meetings for assigned campus as requested by Special Education Coordinator/Diagnostician.
• Schedule meetings, appointments and maintain calendar for Special Education Coordinator/Diagnostician.
• Attend district special education professional development meetings and trainings as assigned.

Records, reports, and correspondence

• Prepare correspondence, memoranda’s, reports, documentation etc. as assigned.
• File, manage, and maintain a variety of records using the district’s student information system(s), electronic files, and hard copy files.
• Compile, maintain, and file all reports, records, and other documents as required. (Teacher Progress reports, Student Accommodation Verification Forms, Teacher Training certificates, Teacher Service Logs, Staff SHARS service logs, etc.)

Reception and phones

• Provide excellent customer service to staff, students, parents, administrators, and the community.
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff in accordance with the rotation schedule.
• Organize and manage the collection and disbursement of accurate special education records.

Other

• Maintain confidentiality.
• Effectively communicate with district personnel.
• Follow district safety protocols and procedures.
• May assist other curriculum departments including cross training as necessary.
• Perform other duties as assigned.

Supervisory Responsibilities

None

Equipment Used:

Computer, telephone, printer, copier, fax machine, calculator and other standard office equipment and peripherals.

Working Conditions:

Occasional absences are understood but regular attendance is required. Employee may work prolonged or irregular hours. Occasional district and statewide travel. While performing the duties of this job, the employee is regularly required to sit, occasionally bend/stoop, push/pull and twist. Repetitive had motions including frequent keyboarding and use of mouse is required with occasional reaching. The employee must occasionally do light lifting and carrying (less than 15 lbs.). The employee is occasionally required to stand, walk, and reach with hands and arms. Employee must work with frequent interruptions and maintain emotional control under stress.

STET/HMPS considers applications for all positions without regard to race, color, national origin, age, religion, sex, marital status, veteran or military status, the presence of a medical condition, disability, or any other legally protected status.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Employee Name (Print): ______________________________________

Employee Signature: ______________________ Date: __________________

Received by: ____________________ Date: _______________________