Canby School District is hiring a Special Education Records Secretary to support Carus Elementary and Baker Prairie Middle School. The Special Education (SPED) Records Secretary supports administrators, teachers, specialists and the Special Education department in student documentation, meeting scheduling and data tracking and reporting. Performs a variety of office and clerical tasks, including facilitating communications among supervisor, parents, and staff; manages files and other record keeping systems; collects and analyzes information; prepares oral and written reports; and performs related work as required.
Position is 6.75 hours per day;194 days/per year. In addition to salary and benefits, the district pays the employee's 6% PERS contribution.
ESSENTIAL FUNCTIONS:
1. Responsible for overseeing all Special Education (SPED) student documentation.
2. Work in collaboration with SPED team to create the master school calendar for all IEP and 3-year re-evaluation meetings, and initial eligibility meetings.
3. Responsible for scheduling all required meetings and tracking of required timelines for eligibility determination.
4. Schedule meetings, track confirmations, and schedule interpreters as needed.
5. Maintain a Parent Contact Log, as well as documentation in the Student Log in Synergy, noting all communication with parents; i.e., phone calls, emails and mailings.
6. Work collaboratively with SPED team to ensure that paper work is submitted within the required timelines.
7. Mail all post meeting documents to parents according to timeline requirements.
8. Responsible for organizing, maintaining and updating students' Special Education files following each meeting. Including archiving documents, as needed.
9. Audit Special Education data monthly and submit census, case manager, current portfolios and ELL reports to Student services at the District Office.
10. Collect, date-stamp and file Progress Reports following each grading period.
11. Track Special Education students, working with schools, and other agencies to obtain required records, using Synergy and maintaining records.
12. Track SPED Transportation requests.
13. Archive and mail Special Education records for students moving to a new school.
14. Following a records request from government agencies, send appropriate copies, documenting in a log, and submit billing information to Student Services/District Office.
15. Attend monthly meetings, as well as all training seminars.
16. Other duties as assigned.
MINIMUM REQUIREMENTS:
1. High school diploma or equivalent.
2. Training and/or experience in secretarial and/or office management.
3. Proficiency with various software programs; e.g., MS Office applications
Preferred Requirements:
Experience in a K-12 setting.
Bilingual in Spanish.
Skills, Knowledge and Abilities:
1. Ability to effectively communicate with students, parents, staff and the community.
2. Knowledge of word processing and other related software programs as necessary to perform essential functions of the job.
3. Ability to be highly organized and detail oriented in order to meet time sensitive deadlines and schedule multiple calendars.
4. Ability to establish and maintain effective, professional relationships and work in collaboration with supervisors, staff, students, parents and community.
5. Ability to make some independent judgments within prescribed policies and procedures and perform essential functions with a minimum amount of supervision.
6. Ability to maintain confidentiality of information.
7. Applicant agrees to assume cost and arrange for FINGERPRINT-BASED CRIMINAL RECORDS CHECK upon offer of employment. ($12 at printing; $66 payroll deduction)
All district employees will be required to provide proof of vaccination, or documentation of a medical or non-medical exception using the Oregon Health Authorities form.
Canby School District is an equal opportunity employer and educator. It is the policy of the Canby School District Board of Education and School District that there will be no discrimination or harassment on the grounds of race, color, sex, sexual orientation, marital status, religion, national origin, age or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Human Resources Office at the Canby School District Office, 503-266-7861.
Apply online: https://canby.tedk12.com/hire/index.aspx
