Specialized Student Services Records Secretary C

Position Type:

Secretary / Clerical/Department Secretary

Date Posted:

9/15/2025

Location:

Specialized Student Services (SpEd Dept)

Date Available:

ASAP

Closing Date:

Until Filled

Position / Title: Specialized Student Services Records Secretary C

Bargaining Unit: DUSA

Department/Location: Specialized Student Records

Calendar Days: 260

Reports To: Director of Specialized Student Services

JD Revision Date: 10/24/2023

Supervises: N/A

Function / Position Summary

Develop a uniform, district-wide system of student record keeping, and to assure protection and confidentiality of student records as specified by State and Federal regulations. Provide responsive, quality service to our schools and public in regards to student record keeping and real-time data and support Special Education Administrators. Exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.

Job Duties / Responsibilities

Manage and maintain all special education student files.

Create and manage a database system of student records.

Enter and retrieve student information in the Embrace system.

Assist Special Ed Administrators with scheduling IEP meetings; invite and correspond with school's service teams.

Process, file or purge active and inactive district and private placement special education records by the end of each school year according to State and Federal guidelines.

Process all requests for student records in compliance with State and Federal guidelines and District policies.

Process and file protocols and incoming special education student documents.

Process ESY purchase order requests. 9. Provide secretarial support to Specialized Student Services Administrators.

Provide secretarial support to the Extended School Year program.

Maintain inventory and ordering of supplies and materials (e.g. forms, office supplies, CAC, etc.) for Specialized Student Services administrators, secretaries, and staff.

Provide additional Specialized Student Services secretarial support as needed.

Other duties as assigned.

Education

High School diploma or equivalent required.

Associates degree preferred.

Experience / Knowledge

Five years of secretarial experience in a school setting preferred.

Bilingual - Spanish/English (written/verbal) preferred.

Working knowledge of Microsoft Office suite and Google applications.

Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines

Familiar with Embrace and IEPoint preferred.

Physical Demands

Ability to work on a computer/telephone and file over the major portion of the day.

Ability to lift up to 25 pounds. SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

Classification A (Proficiently demonstrates all criteria listed)

Ability to communicate and interact with staff and co-workers in a professional manner

Demonstrates positive customer service skills

Demonstrates confidentiality

Ability to work independently

Ability to prioritize tasks

Demonstrates organizational skills

Keeps accurate filing

Maintain appropriate inventories and online file management

Able to use office machines (ex. laminator, fax, intercom, phone, copier)

Accurate typing/keyboarding

Working knowledge of computer programs

Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, Including classification A)

Perform reception duties

Perform student attendance duties

Utilize excellent written and verbal communication skills (parents, staff and students)

Responsible for tracking and balancing building/department expenditures (if applicable)

Working knowledge of computer program Word and Excel

Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including classifications A and B)

Demonstrates appropriate decision making in support of or in absence of director or supervising administrator

Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building

Proficient in specialized computer programs and applications.

Responsible for creating and initiating written and verbal communication (community and district officials/representatives)

Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)

Responsible for office management, environment, staff, finances (banking and financial software)

Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

This is a 12-month position.

Salary and benefits as established by the Board of Education.

Starting hourly pay rate $18.65

Pension and Insurance Eligible

Attachment(s):

2025-2026--261 Year Round DUSA_LEVEL 2 TECHS -TM2.pdf