JOB DESCRIPTION

Puyallup School District

PAEOP Level III

Secretary to Special Services

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Purpose Statement

The purpose of this position is to provide secretarial support to the Special Services team including, but not limited to entering and updating records, answering telephones, researching information and compiling data for projects.

Essential Functions

  • Composes and prepares confidential and public documents, forms, and reports for the purpose of conveying information to school district personnel as directed by special services administrators.
  • Answers the telephone and greets office visitors; provides program information and advice to staff members; uses tact in dealing with sensitive matters; responds to requests; routes callers to appropriate staff members.
  • Researches information and compiles data for projects; accesses computer database and transfers information onto proper forms; inputs data into databases or spreadsheets for the purpose of tracking information and generating accurate reports.
  • Duties may include :
  • Attendance – Position will login daily to run absence reports for district wide special services employees and notify effected schools of absence.
  • Completing Purchase Orders – Position will be contacted by 200 + employees for program curriculum (i.e. teaching materials, workbooks, etc), special program supplies (i.e. diapers, wipes, gloves, changing pads, Clorox wipes, laundry detergent, etc.), equipment for PT/OT (i.e. hoyer lifts, hands on equipment, etc.), nursing supplies (i.e. audiometers, all school nursing supplies, etc.), and office supplies from multiple vendors (i.e. paper, ink, toner, postage, name tags, business cards, wastebaskets).
  • Van Coordination – Position will coordinate transportation availability, maintenance and inspection for Special Needs Programs (i.e. Community Access, Field Trips, Job Transportation, etc.). Position will track handicap placards for annual WashingtonState report. Works closely with bus garage personnel to provide immediate service if a vehicle is inoperable.
  • Prior Approvals – Position will work closely with all PSS employees to ensure that proper documentation is received for all out of district conferences/classes related to employee’s position.
  • Inter-District Contracts – Position will work with multiple school districts to ensure proper contracts are in place so students from outside of our district can attend our special services programs. Every year, position will prepare contracts for board approval for all districts requesting services.
  • Courier Mail – Position will distribute mail daily for over 70 staff members.
  • Petty Cash - Position will track, reimburse, and reconcile petty cash fund for small purchases made by special services employees
  • Ordering Supplies/Equipment – Position will create open purchase orders for ordering office supplies and equipment for the PSS

Other Job Functions

  • Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities
  • Performs other related duties as assigned

Minimum Qualifications:

High school diploma or equivalent training in secretarial procedures. Associate or Bachelor degree preferred. Ability to use Microsoft Excel spreadsheets. Must pass district’s clerical testing, with additional testing upon interview.

Required Knowledge, Skills, Abilities:

Ability to operate standard office equipment

Ability to organize and set priorities

Ability to establish and maintain effective working relationships with students, parents, staff and public while maintaining confidentiality

Ability to work independently with minimal supervision and meet deadlines

Ability to work effectively under pressure

Ability to attend to detail and follow tasks through to completion

Ability to communicate effectively both orally and in written form

Knowledge of correct spelling, grammar and punctuation

Ability to exercise sound judgment and make appropriate decisions

Knowledge of District department and programs

Knowledge of District policies, state and federal education laws

Knowledge of budgeting and financial record keeping

Knowledge of software applications, including database, spreadsheets and word processing

Working Conditions

Office job; working under limited supervision using standardized practices and/or methods; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for long periods of time; experiences frequent interruptions and inflexible deadlines; regularly required to deal with distraught, frustrated and angry people, as well as be available at all times to District office managers and administrators.

Licenses/Special Requirements:

Criminal Justice fingerprint clearance. Must pass district clerical testing, and additional testing upon interview.

Reporting Relationships

Reports to the Executive Director of Special Services.