Secretary III-Special Education

Job Title: Secretary III-Special Education

Reports to: Director of Special Programs Department

Dept./School: Central Administration Office

Wage/Hour Status: Nonexempt

Pay Grade: Clerical 5/239 Days

Date Revised: 8/31/2026

Primary Purpose:

Ensure the efficient operation of the special education department. Organize, manage, and maintain special education record information regarding students who qualified for special education services, as well as those who were evaluated but did not qualify

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient typing, word processing, and file maintenance skills.

Effective organizational, communication, and interpersonal skills.

Proficient skills with various types of office software, including the ability to develop spreadsheets, databases, Google Forms, and pivot tables.

Ability to scan, upload, and maintain physical and computerized records in a secure data save system.

Basic math skills.

Commitment to maintaining high standards of professionalism and strict confidentiality.

Experience:

Two to three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Record Management & Compliance

• Compile, maintain, and file all student reports, records, and other required documents.
• Compile information for students referred for special education and those who transfer in or out of the district (WFISD).
• Collect and organize testing protocols for students evaluated for special education.
• Prepare student records and Admission, Review, and Dismissal (ARD) documentation to be finalized and uploaded to the data save system.
• Mail and transmit student special education records upon request, utilizing TREX or other secure platforms.
• Process student social security benefit requests through the ERE system.
• Organize and maintain crisis-management documentation.

Departmental & Clerical Support

• Provide general clerical support to the special programs department.
• Answer incoming calls, take reliable messages, and route inquiries to the appropriate staff members.
• Schedule meetings and appointments, and maintain the department calendar.
• Contact parents by phone or mail concerning surveys for evaluations, notices, post-ARD follow-up, meetings and file all related correspondence.
• Prepare agendas, handouts, and sign-in sheets for staff meetings and professional development (PD) training.
• Distribute and maintain testing and therapy materials as requested by therapists and diagnosticians.

Fixed Assets Management

• Organize, maintain, check-in, and check-out Special Education Fixed Assets.

Professional & Other Responsibilities

• Maintain strict confidentiality of all department and student information.
• Participate in staff development training programs, faculty meetings, and special events as assigned.
• Maintain regular and punctual attendance.
• Perform other duties as assigned by supervisor.

It is the responsibility of each employee that all tasks be conducted in a safe and efficient manner complying with all local, state and federal safety and health regulations, programmatic standards, and special safety concerns identified by WFISD for use in a particular area or with a student. Although most safety regulations are consistent throughout each department and program, it is the responsibility of employees to identify and familiarize themselves with the emergency plan for their working areas. Failure to follow WFISD's safety and health procedures or conduct that places the employee, student, volunteer, or property at risk may lead to employee disciplinary action or termination.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, calculator, and copier.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Mental Demands: Work with frequent interruptions and maintain emotional control under stress.

Physical Demands / Environmental Factors: Prolonged use of computers and repetitive hand motions. Requires frequent sitting, walking, stooping, bending, maintaining a high level of manual dexterity, and lifting.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Equal Opportunity Employer: Applicants for all positions are considered without regard to race, color, sex, (including pregnancy), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

The district Title IX Coordinator is Jennifer Spurgers, Director of Human Resources, 1104 Broad St., Wichita Falls, TX 76301 940-235-1012

Questions regarding posted positions should be addressed to human resources 940-235-1012.