Location: New York
THIS POSITION IS FOR 8 HOURS PER DAY AT 220 DAYS PER YEAR.
PAY FOR THIS POSITION: PSE Salary Schedule Level 9 – $23.38
This position provides secretarial support to both the Director and Assistant Director of Special Services. Responsibilities include providing receptionist activities; composing and typing correspondence and reports; scheduling and providing materials for meetings, and other office support.
Depending upon the individual assignment, the Secretary to the Director and Assistant Director of Special Services may perform all or a combination of the following:
1. Schedules appointments and meetings and manages calendars, observations and evaluations. Composes and word processes correspondence, routine forms and memoranda based on limited instruction or review; proofreads and edits as final and distributes materials. Word processes charts and graphs, meeting notices, meeting minutes, agendas, staff evaluations and reports. Provides project support as needed. Performs a variety of troubleshooting and support for Special Services team, including Executive Director, Directors, Special Education Coordinators and Education
2. Specialists. Tracks a variety of projects and deadlines; coordinates with others to meeting program deadlines. Maintains a current knowledge of program rules, regulations, laws and procedures; processes a variety of materials for program compliance. Performs a wide variety of specialized functions for coordinating SpEd and ELL programs and other administrative support assignments.
3. Answers the telephone and greets office visitors; provides program information to staff members, parents and professionals concerning SpEd and ELL. Uses tact and confidentiality in dealing with sensitive matters. Responds to requests; routes callers to appropriate staff members; takes messages.
4. Maintains and keeps current building assignments for itinerant staff.
5. Tracks expenditures and reconciles assigned program budgets; purchases equipment and supplies and processes purchase order requests for classroom supplies or attendance to conferences. Reviews and processes invoices; approves for payment and forwards to accounts payable. Assures purchase order information is entered into computer system in a timely manner.
6. Collects data on ELL programs and compiles monthly count report on ELL program enrollment. Maintains district ELL files; enters student information into CEDARS; maintains and updates student enrollment forms; sends out correspondence.
7. Reviews and modifies ELL student records in CEDARS. Ensures confidentiality of information. Coordinates with Special Services personnel regarding tracking and transferring of students in ELL program.
8. Organizes and maintains a variety of files and tracks deadlines; ensures confidentiality of information.
9. May serve on various district committees and/or departmental work teams. Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.
10. Performs related duties consistent with the scope and intent of the position.
Reports to the Administrator for Support Services and/or the Director of Special Services.
May occasionally deal with distraught or difficult individuals; requires concentration and attention to detail.
Required to sit for prolonged periods; potentially exposed to ordinary infectious diseases carried by students; exposed to visual display terminal for prolonged periods; required to perform repetitive tasks continuously; dexterity and precision required in the operation of a computer.
Education and Experience
Education, training, skills, and experience necessary to carry out the assignment, including training in secretarial procedures and three (3) years of increasingly responsible secretarial experience, involving customer service.
Advanced technical training in office procedures may substitute on a month-for-month basis for up to one (1) year of the required experience; and, such other alternatives to the above qualifications that the district may find appropriate and acceptable.
Required Knowledge, Skills and Abilities
Thorough knowledge of secretarial and office procedures. Knowledge of correct grammar, spelling and English usage. Knowledge of general bookkeeping procedures, Ability to maintain accounting records. High-level keyboarding and data entry skills. Knowledge of Skyward and CEDARs systems. Skill in operating general office machines. Skill in written and oral communication. Ability to use tact. Ability to operate word processing equipment. Ability to use various software programs, such as Word, Excel, Google Docs, etc. Ability to transcribe machine dictation. Ability to set up an accurate filing system. Ability to attend to detail and to follow tasks through to completion. Ability to organize and set priorities. Ability to work effectively under pressure. Ability to work independently with minimum supervision. Ability to maintain confidentiality. Ability to establish and maintain effective working relationships with students, parents, staff and the general public.
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan.
Level (9) on the Classified Salary Schedule
The preceding list of essential functions is not exhaustive and may be supplemented as necessary.