Job Summary:

The Student Services Secretary position ensures the smooth and efficient operation of the office so that the office’s maximum positive impact on the education of students can be realized and provides assistance to administrators, school staff, students, and the community.

 

Qualifications:

High School Diploma or equivalent

Bilingual Preferred

 

Evaluation:

The performance of this job will be evaluated in accordance with provisions of the Board’s policy on the Evaluation of Staff.

 

Reports to:

Director of Student Services

 

 

Terms of Employment:

This is a 12-month non-union IMRF position with an hourly range of $18.00-22.00, as established by the Board of Education. 

 

Compensation and Benefits: 

The compensation package for non-union positions includes comprehensive medical, dental, and vision insurance and a $50,000 term life insurance policy. Employees are eligible for paid vacation days based on their length of employment, and holidays are provided per district policy. Full-time employees receive two paid personal leave days per year. Tuition reimbursement is available after the successful completion of the first year.

 

FLSA:

Non-Exempt

 

Duties and Responsibilities:

1. Focuses on customer service, creating a positive climate of respect and trust. 
2. Works well within a learning community, including students, parents, teachers, administrators, and the community. 
3. Maintains confidentiality and integrity in handling information and documents. 
4. Demonstrates ethical behavior and confidentiality of information about students and staff in the school environment and community.
5. Performs office routines and practices associated with a busy, productive, and smoothly run office.
6. Compiles, records, and reconciles data (i.e., budget/district/statistical reports; grants; surveys; timesheets for contracted staff and professional development outside of normal work hours; professional development, staff roster, library check-in/out list for related services, and Fairbanks participant list, contracted services spreadsheet for Technology/Business Services, etc.), and all other documents/forms/reports required for the daily operation of the department as assigned. 
7. Assists to establish and maintain student and department records; compile, record, update routine reports, identify program discrepancies and verify student eligibility as necessary (i.e. I-Star, ISBE, SIS reports, etc.) 
8. Prioritizes tasks to maintain timelines on various projects as assigned (ie. annual contracts for board approval, agency contracts, outsource invoices,  professional development programs, IDEA grants,  annual Timely Meaningful Consultation meetings, etc.). 
9. Maintains bookkeeping records, prepares bank receipts, deposits monies, and prepares monthly financial statements (ie. IDEA Grant, Proportionate Share, for the Business Services department. 
10. Enters all data reported by case managers regarding students in Special Education programs daily.
11. Orders and maintains an inventory of supplies and materials (ie. requisitions/quotes from related services, IDEA grants, supplies for Student  Services including assessment test and protocol inventory, etc.) to ensure timely availability. 
12. Submits Special Education transportation requests and informs buildings with stated times/start dates. 
13. Prepares vendor invoices for payment (tuition bills for out-of-district students) and maintains an accounting record on all purchase orders and credits. 
14. Participates successfully in professional learning opportunities available to increase skill and proficiency related to the assignment.
15. Assists in arrangements for meetings and conferences conducted.
16. Creates and processes purchase orders for the building.
17. Assists in the Central Office reception position as needed. 
18. Assumes other duties for which the individual qualifies as assigned by the administrator or designated representative.

Required Knowledge, Skills, and Abilities: 

• Must demonstrate a positive attitude toward work assignments
• Must maintain positive and respectful relationships with other employees and the general public 
• Must demonstrate a record of effectiveness in their work
• Must have excellent planning and organization skills
• Must have the ability to work collaboratively with others
• Must model a desire and willingness to learn continually
• Must be able to perform several tasks concurrently under varying deadlines
• Must be able to communicate clearly and concisely, both orally and in writing, including clear, polite telephone communication skills
• Must be able to work efficiently under minimum supervision

Physical Demands:

The physical demands of this position include frequent sitting and standing for extended periods. Employees may reach overhead as well as above the shoulders and horizontally.

 

ADA:

The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

 

This job description is intended to describe minimum qualifications, duties, and responsibilities performed by employees assigned to this position and is not an exhaustive list of all duties and responsibilities.  The District reserves the right to amend and change the position responsibilities to meet District needs as necessary.