Special Education Secretary

Lewiston Public Schools

Position Summary

The Special Education Secretary maintains confidential special education student records and assists the Special Education Supervisor by performing secretarial duties such as keyboarding, answering telephone calls, and maintaining files. The role also schedules meetings and evaluations, tracks legally required deadlines, and coordinates special transportation.

Essential Requirement: Availability

The employee must be available and able to work five (5) days per week, Monday through Friday, according to the Lewiston Public Schools schedule. This is an essential function of the position, not a preference.

Special education timelines are set by federal and state law, and families, staff, and administrators depend on the office being staffed every workday. Regular, predictable attendance is therefore required, including Extended School Year (ESY) preparation as scheduled.

Essential Duties and Responsibilities

Other duties may be assigned. Not every duty below may be performed by every person in this position.

Office and clerical support

1. Type correspondence, such as letters, memos, reports, and forms, for the Special Education Department.
2. Answer routine phone inquiries about department programs and procedures, take messages, and route other calls.
3. Operate office equipment such as copiers, calculators, computers, and fax machines.
4. Maintain supplies of all special education forms.
5. Check students in and out of the office.

Special education records and compliance

1. Maintain confidential special education student records and Section 504 files.
2. Keep all confidential matters confidential.
3. Process referrals to the Special Education Department.
4. Proofread Written Notices for spelling, and review determinations for the projection report.
5. Update data and send weekly Projection Reports to the special education office at the Dingley Building.
6. Update and maintain student information in the Adori and Acuity systems.
7. Track state agency clients.

Scheduling and deadlines

1. Schedule meetings and send Advance Written Notices.
2. Schedule evaluations and track 45-day evaluation deadlines.
3. Track IEP and Written Notice deadlines.
4. Update the spreadsheet of annual and triennial review dates.
5. Compile student lists for counselors and speech, occupational, and physical therapists.
6. Schedule substitute coverage for IEP meetings and create the substitute's schedule for the day.

Transportation

1. Organize and monitor special transportation.
2. Organize and monitor Extended School Year (ESY) transportation and preparation.

Supervisory Responsibilities

None.

Schedule and Work Year

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, including the 5-day-per-week availability requirement. The requirements below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or experience

• High school diploma or GED
• Proficiency with Microsoft Word and Excel
• Available and able to work 5 days per week per the Lewiston Public Schools schedule

Language skills

• Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Write routine reports and correspondence.
• Speak effectively with parents, staff, and students.

Mathematical skills

• Add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.

Reasoning ability

• Apply common sense to carry out detailed but straightforward written or oral instructions.
• Handle problems involving a few concrete variables in standard situations.

Other skills and abilities

• Operate a personal computer and related software.
• Knowledge of special education procedures needed to maintain confidential records.
• Build effective working relationships with students, staff, and the school community.
• Communicate clearly and concisely, both orally and in writing.
• Perform duties in line with all district requirements and School Committee policies.

Compensation and Benefits

Hourly pay ranges from $20.74 - $23.30. Full-time employees receive a robust benefits package:

• Health insurance, with up to 89% of the premium paid by the employer
• Dental, vision, and life insurance
• Short- and long-term disability insurance
• Flexible spending and dependent care accounts
• Maine Public Employee retirement, 403(b), and 457 plans
• Paid sick leave, vacation time, and paid holidays
• Tuition reimbursement and more

Physical Requirements and Work Environment

The physical demands below are essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform them.

• Regularly sit, talk, and hear.
• Occasionally stand, walk, and reach with hands and arms.
• Occasionally type for long periods.
• Use close vision, depth perception, and the ability to adjust focus.

The noise level in the work environment is usually quiet. The employee continuously interacts with the public and other staff and occasionally meets multiple demands from several people at once.

ADA Statement

The information in this job description is provided for compliance with the Americans with Disabilities Act (ADA). It is not an exhaustive list of the duties performed in this position. Employees in this role may perform additional duties, and additional duties may be assigned.

Equal Employment Opportunity

Lewiston Public Schools is an equal opportunity employer. It provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment based on race, color, religion, sex, sexual orientation, gender identity or expression, physical or mental disability, age, ancestry, national origin, genetic information, protected veteran status, whistleblower activity, previous assertion of a workers' compensation claim, or any other characteristic protected by federal, state, or local law, including the Maine Human Rights Act.

This policy covers all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Federal Nondiscrimination Notice

Lewiston Public Schools does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. It provides equal access to the Boy Scouts and other designated youth groups. This notice is provided in accordance with Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, and the Age Discrimination Act of 1975.