Bethel Public Schools � Bethel, CT
Qualifications:
Knowledge of office procedures, equipment and practices.
Knowledge of proper English usage, grammar, spelling, and punctuation.
Strong computer skills, with proficiency in various computer applications.
Ability to take and transcribe dictation.
Ability to follow complex instructions, prioritize work, multitask, and solve problems independently.
Ability to make accurate mathematical calculations.
Ability to answer questions in person or over the telephone and handle telephone calls tactfully and courteously.
Strong organizational skills.
Such alternatives to any of the above as may be in the best interests of the school system.
Education/Training/Experience: High School Diploma with at least 3 years secretarial experience or an equivalent combination of training and experience.
Reports To: Director of Special Education and Pupil Services
Job Goal:
To assist the Director in all office functions, maintaining an organized and productive office, with a primary focus on creating and operating efficient database and information systems.
Performance Responsibilities:
Preparation of Reports, Projects, and Presentations
1. Prepares all documents, reports, or presentations as required, using appropriate computer
word processing, power point, database or spreadsheet application.
2. Initiates and prepares contracts for all out-of-district student placements.
3. Initiates and prepares contracts and letters of agreement for purchased services.
4. Prepares, processes, monitors and maintains records of all department purchase orders.
5. Prepares monthly enrollment reports on out-of-district placements for the Superintendent of Schools.
6. Prepares monthly tuition reports for distribution to the Board of Education and Board of Finance.
7. Prepares documents and records for attorney requests, mediations or due process proceedings.
8. Coordinates the school special education secretaries' collection of student data reports.
9. Creates the annual student database using the CSDE PCI reporting system, prepares reports, and submits reports electronically in December and February.
10. Prepares other student reports based on PCI data system as needed through the year.
11. Prepares documentation and makes final reports for state and federal grants.
12. Prepares documentation and submits all state reports required for the reimbursement of expenses by the Board of Educational Services for the Blind.
13. Prepares all documents and communication related to the extended school year program.
14. Prepares all materials needed for workshops planned by the Director
15. Assists in the preparation of the special education budget.
16. Manages and prioritizes multiple tasks for the completion of all assigned projects.
Correspondence
1. Drafts routine correspondence independently.
2. Takes dictation and prepares letters or documents as required.
3. Reviews all incoming correspondence, prioritizing and categorizing correspondence for review.
4. Prepares correspondence related to the PPT process within specified timelines according to law.
5. Completes all word processing functions for the office, including memoranda and meeting notices.
Data Maintenance
1. Develops and maintains tracking systems for the collection, maintenance and review of data for:
• Special education and pupil personnel expenditures and purchases;
• Student records within the CSDE computerized PCI system for the annual federal child count and the semiannual State of Connecticut excess cost grant report;
• Out-of-district tuition and transportation;
• Homebound tutors;
• Compliance with time lines related to the PPT process;
• State and Federal grants.
Office Management
1. Implements the practices associated with a busy, yet efficient office.
2. Receives all incoming calls, handling routine matters independently, and routing calls as needed.
3. Maintains a calendar of appointments for the Director, making arrangements and securing space for all conferences, meetings, and workshops planned by the Director.
4. Schedules all out-of-district and selected in-district planning and placement team meetings within necessary timelines.
5. Communicates by phone or in writing with in-district staff, out-of-district agencies or providers and the public.
6. Maintains all confidential student record files according to district procedure.
7. Maintains record books for all special education and pupil personnel meetings and professional development workshops, paraprofessional training, policy books, procedure manuals, state and federal correspondence, assessment data, and reference files.
8. Organizes all materials created and maintained in the office.
9. Develops and implements new procedures for office functions as needed.
Other
1. Keeps schools' special education secretaries informed regarding forms, procedures, and information required for state and federal reporting and compliance issues.
2. Coordinates the annual destruction of records according to state and federal guidelines.
3. Assists in candidate searches, scheduling interviews, preparing notices, etc.
4. Carries out other duties as assigned by the Director.
Term of Employment: Twelve month year
Evaluation: Performance evaluated annually by the Director of Special Education
and Pupil Services
