Student Services Secretary

TITLE: Student Services Secretary REVISED 05/01/25

LOCATION: Millcreek Education Center APPROVED 05/27/25

QUALIFICATIONS:

1. High School diploma required; associate degree preferred.

2. Experience as a secretary administrative assistant or office manager.

3. Ability to maintain student and staff confidentiality.

4. Ability to maintain accurate records.

5. Knowledge and demonstrated proficiency in Microsoft Office software including Word Excel Power Point and Outlook.

6. Strong ability to utilize IEP Writer and SIS software systems to maintain accurate student records.

7. Knowledge of modern business practices and procedures.

8. Demonstrated skill in business English and spelling.

9. Strong ability in written and oral communication.

10. Ability to maintain a positive rapport with co-workers and administrators.

11. Ability to communicate effectively and efficiently with teachers parents and administrative staff.

12. Knowledge of special education procedures and terms.

13. Knowledge of PDE required district reporting programs and procedures.

14. Strong ability to prioritize and problem solve.

15. Ability to provide staff development training.

16. Knowledge and ability to complete required PDE reports (for example: PIMS Penn Data Contingency Funds etc).

17. Knowledge and ability in utilizing the Board Docs System.

18. Ability to work with the School Board of Directors Secretary in preparing items for the committee and regularly scheduled School Board meetings.

19. Such alternatives to the above as the Board may find appropriate and acceptable.

REPORTS TO: Director of Student Services

JOB GOAL: To provide clerical support to all aspects of student services including special education gifted education nursing guidance and English as a Second Language. The Student Services Secretary will have primary responsibility and oversight in coordinating and managing contracts and agenda items for Student Services School Board Committee meetings. Oversight to the finalization of IEPS and GIEPS is a primary responsibility.

PERFORMANCE RESPONSIBILITIES:

1. Maintain student records for all students in the evaluation process to include mandated documents as per PDE Special Education Standards and regulations.
2. Prepare files for new special education students entering the district or initially evaluated to receive special education services.
3. Process agency requests for student information.
4. Prepare agenda items and minutes for student services committee study session and the regular school board meeting monthly. Provide clerical support to Director of Student Services for all Board meetings.
5. Update and distribute Special Education forms as required.
6. Process and arrange for accommodation requests and secure interpreters (sign or foreign language interpreters) for disabled students and adults to participate in school related activities and/or functions per Board Policy.
7. Establish interagency coordination to attain and distribute student records and information.
8. Input state tracking of all special education students including speech and gifted. Finalize and review IEPs GIEPS and evaluation reports.
9. Assure timely submission of tracking data to Intermediate Unit for December 1 child account.
10. Work with technology staff to assure proper data run for child count data submissions.
11. Update and monitor Special Education class lists IEP software program.
12. Maintain and distribute updated class lists to teachers prior to district enrollment reports. Update student/staff ratios as requested.
13. Schedule psychiatric appointments.
14. Early Intervention:
    1. Maintain a database and files for the MTSD eligible students participating in El.
    2. Assist Special Education Supervisors with the organization and implementation of EI transition to school age process.
    3. Send out and monitor required documentation to begin the transition process.
15. Monitor paraprofessional highly qualified obligations (CPR/First Aid/Annual Training).
16. Support enrollment and registration of students.
17. Enter preliminary budget information for all Student Services departments.
18. Manage budget throughout the year by collecting orders completing purchase orders and ensuring contract development and execution.
19. Coordinate transportation for students with specific needs.
20. Enter data in online databases for students under the McKinney-Vento Act.
21. Support Extended School Year programming through enrollment review and transportation coordinator.
22. Any other duties assigned by the Superintendent or their designee.

POSITION SPECIFICATIONS:

PHYSICAL DEMANDS:

1. Ability to sit talk and hear.
2. Ability to stand walk climb balance stoop kneel crouch or crawl and move quickly when necessary to promote student learning and/or safety.
3. Must be able to lift up to 25 pounds. Over 25 pounds requires assistance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SENSORY ABILITY:

1. Ability to speak clearly and distinctly.
2. Auditory acuity to be able to use telephone.
3. Visual acuity to read correspondence and computer screen.

WORK ENVIRONMENT:

1. Indoor and outdoor environments.

TEMPERAMENT:

1. Ability to work as a member of a team.
2. Must be courteous.
3. Must be cooperative congenial service-oriented and promote these qualities in the building.
4. Ability to work in an environment with frequent interruptions.

COGNITIVE ABILITY:

1. Ability to follow written and verbal directions.
2. Ability to demonstrate good written and verbal skills.
3. Ability to effectively present information in one-on-one and small group situations to students staff and other employees of the organization.
4. Ability to read write and do computations.
5. Ability to work independently and make work-related decisions.
6. Ability to complete assigned tasks with minimal supervision.
7. Ability to exercise good judgment in prioritizing tasks and problem-solving.
8. Ability to use correct grammar sentence structure and spelling.
9. Ability to communicate effectively at all organizational levels.

The information contained in this job description is for compliance with the American with Disability (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 the position and additional duties may be assigned.

TERMS OF EMPLOYMENT: Work year and salary in accordance with the General Teamsters Local Union No. 397 Collective Bargaining Agreement.

EVALUATION: Performance will be evaluated by the Director of Student Services.