Special Education Secretary Staffing and Scheduling Records

Oak Park And River Forest High School

Job Location:

Oak Park, CA - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Position Type:
Secretarial/Clerical/Special Education Secretary - Staffing Scheduler

Date Posted:
9/12/2025

Location:
Oak Park and River Forest High School

Date Available:
09/29/2025

Closing Date:
09/25/2025

Job Title: Special Education Secretary - Staffing Scheduling and Records
Reports to: Executive Director of Special Education
Terms and Conditions: Full-time 11-month position 8 hours per day. Includes full benefits package including medical insurance dental insurance and retirement plan
FLSA Status: Non-Exempt
Salary: $22.61per hour Grade 2 per Classified Personnel Association collective bargaining agreement.
Please click here for more information regarding salary and benefits.

Position Summary:
The primary role of the Special Education Secretary - Staffing Scheduler position is to in an organized timeline manner effectively schedule special education staffing meetings to include but not limited to: annual review conferences eligibility/MDC domains initials manifestation determination hearings and 8th grade transition meetings. The staffing scheduler may also perform office clerical support in an efficient organized and timely manner as described below.

Job Functions:

Compiles and organizes special education documentation in preparation for meetings filing and sending to parents students and/or team members. Copies IEP for parent and encloses copy with parent rights distribution of IEP as appropriate returns student file to Special Education Records room. Maintains files and performs necessary record keeping associated with staffing function.
Processes and distributes necessary documents to support IEP follow up. Processes and submits accommodation forms for College Boards ETS and PSATs. Typing and distributing correspondence for Special Education Supervisors. Monitor for responses as necessary.
Create compile and district Notification of Team Conferences both via email and US Mail to include copies of Parental Rights.
Attends staff meetings takes and prepares minutes as requested.
Answers telephone calls and greets visitors in courteous manner responding to questions providing information to students faculty staff and public where appropriate or directs them to appropriate offices or personnel.
Schedule all required meetings for students with IEPs and 504 Plans including:
Annual Reviews
Re-evaluations
Domain meetings
Initial evaluations and other compliance-related meetings
Ensure timely notification of conference is sent to parents/guardians and staff in accordance with legal requirements.
Maintain and update the special education calendar to ensure accurate and efficient scheduling.
Track due dates and timelines to maintain compliance with federal state and district mandates.
Confirm appropriate team members are invited to and attend each meeting (case managers general education teachers related service providers administrators parents/guardians interpreters if needed).
Monitor and report compliance data regularly to the Director of Special Education.
Coordinate and schedule substitute coverage for special education teachers and staff.
Maintain accurate records of substitute assignments coverage logs and staff with HR and the schools substitute system to ensure seamless coverage for classes and services.
Problem-solve coverage issues proactively to minimize disruption to student services.

Qualifications:

Strong knowledge of business English spelling modern office practices and procedures.
Ability to maintain good working relationships with all community contacts citizens general public newspapers community organizations as well as students faculty and staff. Considerable skill in organizing work effectively and prioritizing demands in a timely manner.
Ideally the individual in this position will possess the ability to be self-directed with little or no supervision. Excellent communication and interpersonal skills are important to success in this position.
Preferred qualifications - Strong knowledge of the general functioning of the OPRFHS working environment or other school environment: skill in the use of shorthand or speed writing techniques. Strong knowledge of IEP processes.

Physical/Visual Activities:
Standing sitting lifting carrying/reaching fine motor dexterity talking hearing visual acuity: near.

Physical Demands:
No significant demands associated with this job.

Environmental Conditions:
Standard office conditions without windows.

Position Type:Secretarial/Clerical/Special Education Secretary - Staffing SchedulerDate Posted:9/12/2025Location:Oak Park and River Forest High SchoolDate Available:09/29/2025 Closing Date: 09/25/2025 Job Title: Special Education Secretary - Staffing Scheduling and Records Reports to: ...