Special Services Secretary

POSITION Special Services Secretary

LOCATION Special Services (ELC)

SCHEDULE Hours/Day -8

Days/Year -210

SALARY Level1 Secretary-SNAP Salary Schedule

Placement is dependent on verified experience

Pay is annualized over 12 months

JOB TYPE Hourly

UNION/CONTRACT SNAP (PSE)

START DATEUpon Hire

SUMMARY OF ASSIGNMENT

The Special Services Head Secretary provides comprehensive administrative and compliance support for the Districts Special Education and student services programs. This position ensures accurate recordkeeping regulatory compliance data reporting and coordination between schools service providers families and district leadership. The position requires exceptional organizational skills discretion and the ability to manage multiple priorities in a fast-paced environment.

PREFERRED QUALIFICATIONS

• Knowledge of and experience with Special Education laws procedures and compliance requirements.
• Experience working in a public school district or educational setting.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required.
• Two (2) years of secretarial clerical or business office experience preferred.
• Knowledge of current special education and compensatory program rules and regulations preferred.
• Demonstrated ability to maintain strict confidentiality.
• Ability to exercise sound judgment when working with parents staff and community members.
• Valid First Aid card required within 90 days of employment.
• Proficiency in Microsoft Word Excel and Publisher required.
• Strong recordkeeping skills with demonstrated accuracy in working with data and figures.
• Excellent spelling grammar punctuation and written and verbal communication skills.
• Demonstrated ability to work independently with minimal supervision in a busy office environment with frequent interruptions.
• Strong organizational skills and the ability to design and maintain efficient filing and tracking systems.
• Professional demeanor in greeting and assisting students staff parents and visitors.
• Punctual dependable and reliable.

ESSENTIAL RESPONSIBILITIES

Office and Administrative Support

• Answer telephones route calls take messages and respond to inquiries.
• Prepare correspondence and reports for the Special Services Director.
• Attend and participate in meetings with special education staff as requested.
• Consult with the Special Services Director regarding departmental matters.
• Serve as backup to the building secretary when needed including answering phones and coordinating substitutes.
• Perform other duties as assigned.

Student Records Management and Compliance

• Maintain all active and inactive special education student files in compliance with state and federal records retention requirements.
• Manage ongoing maintenance of special education student records including:
  • Transfers within the district
  • Receipt and processing of records from other districts
  • Preparation and transmission of records for students transferring out of district
• Monitor evaluation and Individualized Education Program (IEP) timelines for compliance including annual IEPs and triennial evaluations.
• Enter and maintain accurate student data in district systems (e.g. Skyward IEP Online).
• Lock and finalize IEP documentation in compliance systems.
• Maintain outstanding document tracking lists by provider and building to ensure audit readiness.
• Maintain accurate caseload lists for service providers.

Data Management and Reporting

• Monitor and maintain special education data within the student information system.
• Prepare and submit required monthly state and federal enrollment reports.
• Assist with preparation for and participation in state and federal audits.
• Prepare end-of-year reports for all special services and compensatory programs as directed.

Program Support

• Monitor compliance requirements for Special Education programs Section 504 plans Medicaid billing programs.
• Provide ongoing support to staff utilizing IEP Online and Easy Trac systems.
• Serve as liaison to school psychologists specialists case managers principals and district office personnel.
• Provide support and resource information to parents.
• Assist in communicating updates regarding special education laws rules regulations and policies.

KNOWLEDGE SKILLS AND ABILITIES

Knowledge of:

• Federal and state special education laws and regulations (including IDEA and Section 504).
• Student records management and records retention requirements.
• Office procedures data management systems and reporting processes.
• Basic accounting and mathematical principles for reporting accuracy.

Skills in:

• Maintaining organized and detailed record systems.
• Managing multiple tasks and meeting deadlines.
• Operating standard office equipment and computer software programs.
• Communicating effectively in both written and verbal formats.
• Providing professional customer service in sensitive situations.

Ability to:

• Maintain strict confidentiality of student and personnel information.
• Exercise sound judgment and discretion.
• Work independently and collaboratively as part of a team.
• Adapt to changing regulations timelines and priorities.
• Remain calm and professional in high-demand or emergency situations.
• Analyze compliance requirements and identify missing documentation.

WORKING CONDITIONS

Work is performed primarily in an office environment within a school setting where frequent interruptions and multiple competing priorities are typical. The position requires prolonged sitting standing walking and bending as well as regular use of hands for computer and clerical tasks. Duties involve routine operation of office equipment including computers printers telephones and copy machines. The employee may be required to lift and carry files or materials weighing up to 25 pounds. Occasional exposure to communicable illnesses common in a school environment may occur and the position may require responding to minor first aid situations as needed.

IMMEDIATE SUPERVISOR Special Services Director

TERMS OF EMPLOYMENT

Salary and work yearare determined by thenegotiated agreement and the needs of the District.

Verification of identity and United States work authorizationmust becompleted before employment commences. The successful candidate for thispositionmust complete a fingerprinted background check with the Washington State Patrol and the Federal Bureau of Investigation. Employment is contingent upon clearance of the background check.

ADDITIONAL INFORMATION

HEALTHCARE BENEFITS -Employees who meet the eligibility criteria outlined in Chapter 182-31WAChave access to medical dental vision supplemental life and supplemental disability insurance through the School Employee Benefit Board (SEBB).

RETIREMENT -All regular non-substitute employeesare enrolledin a state retirement plan through the Washington State Department of Retirement Systems (DRS).

SICK LEAVE -All regular non-substitute employees receive 12 sick leave days (proratedbased on FTE) and paid time off. Substitute employees receive sick leave perRCW49.46.210.

PAID TIME OFF -All regular non-substitute employees receive paid time off including annual and/or vacation leave. Paid time off varies bypositionand work year. Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.

OTHER BENEFITS

Classified employees receive 10-13 paid holidays (depending onposition& work year). Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.

Employeesmay beeligible forVEBAincluding monthlyaccrualand/or sick leave conversion. Benefits arepositionspecific. Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.

West Valley School District does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employeeshave been designatedto handle questions and complaints of alleged discrimination: Title IX and Civil Rights Compliance Coordinator: Sabre Dahl 2805 N Argonne Rd. Spokane Valley WA 99212 Phone: .Section 504 Coordinator Dan Andrews2805 N Argonne Rd. Spokane Valley WA 99212 Phone: .

Required Experience:

Junior IC