Substitute Secretary to the Director of Special Pupil Services

MAPLE HEIGHTS BOARD OF EDUCATION JOB DESCRIPTION

Title: Secretary II Department: As assigned Building/Facility: As assigned Reports To: As assigned Overview: Provide secretarial assistance; maintain an organized, efficient office environment; perform switchboard and receptionist duties.

Note: The below lists are not ranked in order of importance

Basic Functions:

• Attend meetings and in-services as required
• Promote positive public relations by interacting tactfully and diplomatically with staff, students, parents, and public
• Project a positive image through professional appearance, attitude, and conversation
• Serve as a role model for students by acting as a responsible, intelligent citizen
• Ensure safety of students
• Maintain respect at all times for confidential information
• Enforce and comply with all Maple Heights Board of Education policies and procedures
• Performs all assigned duties in a complete, accurate, and timely manner
• Answer multi-line telephone, direct calls to proper extensions, record appropriate messages if necessary
• Greet visitors
• Sort and distribute mail
• Assist in the maintenance of the uniform filing system for all information and other pertinent data including student files
• Handle routine correspondence independently
• Input information, and retrieve information from computer
• Operate, maintain, and order supplies for all office equipment including copier, fax machine, and computer
• Responsible for typing, proofreading, filing, and/or distributing correspondence, memos, requisitions, local reports, state reports, federal reports, monthly reports, yearly reports, and/or other typing as may be directed
• Perform follow up communication requests with other buildings, administrators, secretaries, and staff

Other Duties and Responsibilities:

• Perform other duties as assigned
• Keep updated and informed on new procedures/programs for EMIS reporting

Central Office

• Assign and maintain a record of all school facilities used after school hours and on weekends (building permits)
• Record all Central Office incoming calls and visitors

Curriculum

• Distribute proficiency materials to schools and ensure all information remains confidential
• Maintain records of money available in each grant and all transactions taken pertaining to curriculum
• Maintain statistical information regarding proficiency scores
• Responsible for in-service and staff development information
• Prepare and distribute courses of study, curriculum guides, brochures, newsletters, and numerous reports
• Prepare news released to be displayed in local newspapers
• Process graphic arts orders
• Maintain accurate records of and process professional trip, field trip, and release time requests
• Maintain appointment calendar for Director of Instruction

Page 1 of 3

Personnel

• To assist new certified employees in the completion of all necessary paperwork
• To compile and assist in the compilation of all materials needed for the completion and update of certified employee files
• To prepare EMIS paperwork for all new certified employees and supplemental positions
• Schedule interviews and coordinate with Director of Personnel and Administrator(s) involved
• Maintain appointment calendar for Director of Personnel

Special Pupil Services

• Process travel reimbursement forms from staff members
• Compile and reconcile Medicaid claims for CAFS reimbursement
• Coordinate record access and release to out-of-city districts and requesting agencies
• Design/develop procedures, forms, brochures, booklets, and reports for the Special Services Department
• Assist the Coordinator of Special Services in tracking due dates and deadlines for reports, evaluations, and funding and reporting the information to the appropriate administrator
• Input, log, and type all evaluation team reports and attention deficit disorder evaluations for school psychologists
• Maintain account records and attendance records for Special Services Department
• Maintain and update all special education files for all students in the special education program
• Maintain appointment calendar for the Coordinator of Special Services
• Maintain copies of current IEP on file for each student receiving special education services
• Maintain copies of current psychological evaluations on file for each student receiving special education services
• Maintain student and personnel records via District/building database
• Monitor/maintain EMIS information for District special education students
• Prepare for kindergarten screening and extended-day kindergarten program
• Print all IEP forms for District use
• Process new student information for special education
• Request records and monitor their return on students moving into the District
• Responsible for maintaining open enrollment records on special education students
• Maintain accounting of special education funds
• Maintain check in/out register for SPS staff
• Process weekly time sheets

Warehouse

• Maintain an account ledger of repair costs for each school bus and school owned vehicles
• Maintain up-to-date student transportation files
• Prepare and maintain up-to-date inventory of all parts, supplies, and equipment for Transportation and Buildings & Grounds
• Enter and maintain Districtwide building and equipment inventories
• Prepare employee payroll/time cards, including maintaining records of absences, overtime, sick leave, and personal leave
• Refer bus route adjustment requests to Director of Transportation
• Assist in developing and maintain record of work orders by building
• Assist in developing and maintain physical inventory of mechanical equipment for the District properties and buildings
• Prepare bus and driver schedules for extra-curricular activities and other school activities per the Director of Transportation
• Prepare and maintain fuel and mileage reports for Transportation and Buildings & Grounds
• Maintain and review cellular phone log sheets
• Maintain student information and bus routes on the computer and work with individual drivers as necessary

Qualifications:

• High school diploma or equivalent
• Such alternative to the above as the Superintendent and/or Board of Education may find appropriate

Page 2 of 3

Required Knowledge, Skills, and Abilities (including, but not limited to):

• Ability to communicate ideas and directives clearly and effectively both orally and in writing
• Ability to generate correspondence independently
• Ability to operate office equipment, e.g. copy machine, fax machine, etc.
• Ability to type at least 50 wpm
• Ability to work effectively with others
• Effective, active listening skills
• Knowledge of appropriate computer software
• Grammar, spelling, organizational, and problem-solving skills

Equipment Operation (including, but not limited to):

• Telephone
• Calculator
• Computer
• Copy machine
• Fax machine
• Typewriter
• Adding machine
• Postage meter
• Binding machine
• Two-way radio

Additional Working Conditions (including, but not limited to):

• Frequent interruption of duties by students, visitors, staff, and/or telephone
• Lifting and carrying of office supplies and materials up to a maximum of 20 pounds
• Occasional overtime
• Occasional exposure to blood, bodily fluids, and tissue
• Occasional exposure to fumes, airborne particles, toxic or caustic chemicals
• Occasional interactions with unruly children
• Occasional operation of a vehicle under inclement weather conditions, i.e. being prepared to come to work on all scheduled work days
• Occasional travel
• Regular requirement to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, stoop, crouch, climb, and kneel
• Repetitive hand motion, e.g. typing
• Occasional exposure to loud noises
• Occasional requirement to work near moving mechanical parts

Page 3 of 3