Special Education Compliance Secretary

JOB SUMMARY

This position maintains confidential detailed student legal files and records for studentsapplying for and/or receiving Special Education services. This position inputs student information; enrolls and withdraws students; verifies information for accuracy and compliance; serves as liaison for special education staff for student record systems; and accesses data records to provide information class lists regular and custom reports for staff administrators and government agencies.

DUTIES AND RESPONSIBILITIES

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

1. Enters updates and maintains confidential Special Education student enrollment information into student records database systems. Receives and verifies information for accuracy; Serves as the primary contact person for Private School Evaluations and helps coordinate evaluations as needed.
2. Reviews evaluations/IEPs for compliance; communicates directly to Special Education staff regarding compliance; generates class lists and monthly reports.
3. Serves as liaison with student records systems; provides system support to staff; communicates new information or changes to system processes and procedures; troubleshoots problems with staff using strong interpersonal skills to ensure high level of customer service.
4. Provides various custom reporting systems for the Directors of Special Education other offices and agencies under the direction of the Directors of Special Education such as: tracks records for special education Medicaid; reviews and maintains information for reports; provides other various custom reports upon request.
5. Prepares and distributes letters and materials to parents informing them of Special Education procedures and timelines; sends out and receives Special Education forms.
6. Monitors timelines for the receipt of reports and forms from Special Education staff and parents involving the assessment or qualification of students for enrollment in the Special Education program complying with applicable WACs.
7. Serves as back up to the Records Specialist to set up and maintain confidential student legal files to meet state regulations. Receives and sends Special Education student files and information to and from other school districts and agencies; responds to requests for confidential records.
8. Provides support for the Adult Transition Inputs student registration data class schedule changes and other information involving student transcripts; prepares and distributes materials including bulk mailings.
9. Assists in providing secretarial support to administrators. Assists with formatting editing and typing correspondence forms staff evaluations memoranda and reports; greets students staff parents and visitors entering the office; answers the telephone and responds to inquiries; records messages for staff; assists with receiving and distributing mail.
10. Performs related duties which are consistent with this job description and the employees

REPORTING RELATIONSHIP

Reports to the Directors of Special Education.

WORKING CONDITIONS

Works in an office environment; frequent interruptions; exposure to visual display terminal; may have to sit for prolonged periods of time; may be required to deal with distraught or angry parents.

SALARY: Salary is based upon the current NEOPA Salary Schedule (Level H); placement on the salary schedule will be determined by Human Resources DOE. FLSA NonExempt.

WORK YEAR: 260 days per year 8.0 hours per day.

AFFILIATION

SALARY LEVEL

CONTRACT

FLSA

NEOPA

LEVEL H

8 Hours

260 Days

Covered

*In theandschool years the work year of each NEOPA employee who works a calendar greater than 195 days shall be reduced by three (3) days from the work years listed in Appendix B1 and B2. (See Work Day Calendars at this Link under Office Managers Secretaries and Professional Technical Employees (NEOPA) Section.

MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or equivalent with three or more years of office experience involving computer data entry skills; Special Education experience preferred.

Allowable Substitution

Alternate combinations of education and experience will be evaluated for comparability.

Knowledge Skills and Abilities

Knowledge of office procedures; keyboarding skills at 50 words per minute; skill in operating general office machines; knowledge of correct grammar spelling and English usage; ability to maintain confidential information and records; ability to organize and set priorities; ability to attend to detail and follow tasks through to completion; ability to work independently with minimal supervision; ability to read write speak and compute effectively; ability to establish and maintain effective working relationships with staff and the public; ability to interpret District policies and procedures; ability to remain flexible; ability to operate computers and learn specific software programs; ability to operate a 10key number pad by touch; knowledge and ability to use MS Office Software.

Benefits: Washington state health insurance coverage (SEBB) and a Washington state retirement package for eligible positions. Generally you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31).

The School Employees Benefits Board (SEBB) benefits include:

• Medical plans with prescription benefits
• Dental plans
• Vision plans
• Life and AD&D insurance
• Longterm disability insurance
• Medical Flexible Spending Arrangement
• Dependent Care Assistance Program

All offers of employment are contingent uponsatisfactory results of background checks with prior employers and/or character references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Northshore School Board.

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