Exceptional Student Services Secretary
: Job Details :

POSITION TITLE: Secretary (ESS) REPORTS TO: ESS Director DEPARTMENT: Special Education CATEGORY: Classified CONTRACT TERM: Twelve Months (12) CLASSIFICATION: Non-Exempt JOB SUMMARY: Under the direction of the ESS Director, the ESS Secretary performs highly complex and responsible secretarial service to assist the ESS Director and handles confidential ESS Student records. This position requires a high degree of organizational planning, the performance of high-level administrative duties and tasks requiring the exercise of independent initiative, knowledge, judgement and task. The ESS Secretary has to be enthusiastic, detail oriented, and looking for the opportunity to support the ESS students and staff. The ESS Secretary is responsible for tracking and accounting of daily absence and tardy of the ESS students. RESPONSIBILITIES AND DUTIES:

Performs a variety of secretarial duties involving the use of computers, which includes knowledge of Word, Excel, PowerPoint, Access Data Base as well as transcribing correspondence, memoranda and written materials. The secretary is expected to know how to run ESS reports through NASIS and distribute accordingly on a weekly basis.

Receives visitors, answers and screens telephone calls, provides appropriate information, and explains general school policies and procedures.

Schedules appointments, maintains the ESS Director's calendar and schedules meetings and activities for the school.

Handles a variety of correspondence, reports, and other materials while maintaining confidentiality of information.

Maintains financial, statistical, and/or other records and registers.

Orders materials and equipment through IVisions or similar computer system. Disburses supplies and equipment to staff and keeps an inventory of supplies and equipment on an Excel spreadsheet or similar.

Assists staff as requested with secretarial and clerical services.

Handles incoming and outgoing mail.

Maintains confidential files and other files as appropriate. This includes filing paperwork in a timely manner within the confidential file. The secretary is also responsible for keeping confidential files in a locked file cabinet. The secretary will collaborate with staff to achieve this responsibility.

Maintains an accurate Excel Spreadsheet listing of ESS students regarding IEP dates, evaluation dates, related services, and assigned Case Manager (ESS Teacher).

Inputs and updates student information into NASIS for reporting to the BIE. Changes should be done on a daily basis and distributed to director.

Prepares a variety of reports relating attendance, accidents, entries, and withdrawal as required by administration and State Department of Education.

Performs other duties as assigned.

KNOWLEDGE AND SKILLS REQUIRED:

Knowledge of general school site rules and policy.

Knowledge of rules of conduct and policies pertaining to ESS Students

Skill in communicating orally and in writing.

Skill in establishing and maintaining effective working relationships with others.

Ability to type accurately at an acceptable rate of speed and to take dictation if required.

Ability to operate standard business machines, including computer terminal and FAX.

Ability to work cooperatively with parents, students, staff, and the general public.

Knowledge of Word, Excel, Access Data Base and able to learn NASIS for reporting purposes.

Skill in establishing and maintaining effective working relationships with others, requiring the ability to interact professionally and courteously with students, faculty, staff and the public.

QUALIFICATIONS:

AA Degree in Business Administration, Liberal Arts or emphasis on appropriate business subjects, college credits preferred. And/or High School Diploma/GED.

Three years of increasingly responsible secretarial and clerical experience involving extensive public contact and financial recordkeeping.

Demonstrated competency in office management, computer system operation, typing (minimum of 60 wpm), filing, recording, scheduling, receptionist, recording meeting minutes and proceedings, and other applicable skills required.

PREFERRED QUAILIFICATIONS:

Hopi/Indian Preference in employment considered.

Valid State Driver Licenses.

Valid Arizona Department of Public Safety Fingerprint Clearance Card.

Must successfully pass employment background checks within the last five years which include state, federal and local tribe.

INDIAN PREFERENCE POLICY: Hopi/Indian preference in employment will be practiced, in accordance to the Hopi Tribe, any person who is presently an enrolled member of the Hopi Tribe. Shall mean that in selection process Indian candidates who meet or surpass qualifications for a position shall be given preference for positions established by the Governing Board. EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian preference, all candidates will receive consideration without regard to race, color, sex, age, religion, sexual orientation, national origin or other non-merit factors. REASONABLE ACCOMMODATION LANGUAGE: This agency provides reasonable accommodation to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify this agency. The decision in granting reasonable accommodation will be on a case-by-case basis. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes to walk and sit. Occasionally the employee will bend or twist at the neck more than the average person. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs., such as boxes of books and AV/VCR carts. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The employee is frequently required to interact with the public and other staff. The employee is directly responsible for the safety, well-being and work of students.