ADMINISTRATIVE SCHOOL SECRETARY
(Pupil Personnel Services)
(Full-time, 12-month position)
This position provides general administrative support services for a major school administrator. Duties vary widely from one position to another because the position is greatly dependent upon the particular style and needs of the administrator.
TYPICAL WORK ACTIVITIES: Typical work activities for incumbents in this title include those listed below in addition to those work activities performed by lower-level clerical support titles. They are not meant to be all inclusive and do not preclude a supervisor from assigning activities not listed which could reasonably be expected to be performed by an employee in this title.
- Schedule meetings (e.g., CSE, 504, annual reviews) and maintain calendars for the administrator.
- Coordinate with teachers, building clerical, service providers, and families to arrange appointments.
- Prepare and distribute meeting notices, agendas, and follow-up documentation.
- Maintain accurate student records, files, and databases in accordance with federal and state regulations.
- Track compliance timelines and notify relevant staff of upcoming due dates.
- Enter and update student information in district and state special education systems (e.g., IEP Direct, Frontline).
- Generate reports, lists, and summaries as requested by the administrator.
- Serve as a point of contact for staff and families, responding to inquiries or directing them to the appropriate personnel.
- Draft professional correspondence and assist with sending communications to families and team members.
- Handle sensitive information with discretion and adhere to all confidentiality and FERPA guidelines.
- Assist with supply ordering, copying, filing, and other office duties.
- Support the administrator with project coordination and other tasks as needed.
MINIMUM QUALIFICATIONS: Graduation from high school or possession of a high school equivalency diploma AND:
EITHER: (A) Completion of two years of college or business school and one year of full-time secretarial or general
office experience which included public contact and involved the use of computers to maintain records or produce correspondence or spreadsheets;
OR: (B) Three years of full-time secretarial or general office experience which included public contact and
involved the use of computers to maintain records or produce correspondence or spreadsheets;
OR: (C) An equivalent combination of training and experience as indicated in (A) and (B) above.
Civil Service Eligibility Required