Pupil Services Secretary

Plainfieldschools; Plainfield (CT); On-site; USD 36,000 - 48,000; Full time

Job summary

Plainfieldschools is seeking an organized, detail-oriented secretary to support the Director of Pupil Personnel Services. Responsibilities include typing, filing, answering calls, and preparing state and district reports.

The role requires strong computer skills, basic accounting, and the ability to manage confidential information under tight deadlines. Collaboration with the Special Education team and coordination of transportation and records are essential elements of the position.

Qualifications

• Above-average secretarial skills including computer technology and basic accounting, bookkeeping, and record keeping.
• Ability to adhere to confidentiality requirements and to operate under strict timelines.
• Strong interpersonal skills and ability to handle difficult situations and individuals.

Responsibilities

• Type, copy, and disseminate correspondence and reports promptly.
• Sort, date, and distribute all office mail.
• Answer telephone courteously and professionally as receptionist.
• Assist in completion of district, state, and federal reports.
• Maintain Pupil Personnel Services student files and out-of-district files per federal/state guidelines.
• Obtain previous school district student records for new out-of-district students.
• Maintain list of out-of-district student placement, tuition, and transportation expenses for Director.
• Arrange transportation for out-of-district and homeless students.
• Complete contracts for out-of-district students and monitor tuition payments and revenues.
• Maintain and secure office files and confidentiality.
• Prepare purchase orders for Pupil Personnel and special education.
• Maintain daily itinerant staff schedule.
• List paraprofessionals by building and assignment; track probation and evaluations.
• Arrange ParaPro Assessments and maintain list of qualified paraprofessionals.
• Maintain paraprofessional substitute list.
• Organize and maintain office supplies.
• Uphold high ethical standards and confidentiality.
• Assist other secretaries as requested by the Director.
• Residency verification for magnet school students; encumber tuition for magnet schools.
• Assist ESY Coordinator with teacher/para lists and related tasks.
• Maintain list of student hospitalizations and payments.
• Assist with para substitutes for special transportation as needed.
• Manage district calendar and state data system reporting periods.
• Perform other duties as assigned by the Director.

Skills

Secretarial skills

Computer skills

Accounting basics

Confidentiality

Interpersonal skills

Timeliness

Job description

QUALIFICATIONS

Possesses above average secretarial skills including computer technology; basic accounting, bookkeeping, and record keeping skills; ability to adhere to the legal requirements of confidentiality; must be efficient, conscientious and able to function under strict timelines; possesses strong interpersonal skills and the ability to deal with difficult situations and individuals

REPORTS TO

Director of Pupil Personnel Services

GENERAL DESCRIPTION

Perform secretarial work for the Director of Pupil Personnel Services

DUTIES AND RESPONSIBILITIES

• 1. Type, copy, and disseminate correspondence and reports in a timely manner.
• 2. Sort, date, and distribute all office mail.
• 3. Perform receptionist duties by answering the telephone in a courteous, professional manner.
• 4. Assist in the completion of district, state, and federal reports.
• 5. Assist Special Education secretary with the maintenance of the Pupil Personnel Services student files and the out-of-district student files in accordance with federal and state guidelines.
• 6. Assist Special Education secretary with obtaining previous school district student records for new out-of-district students.
• 7. Assist the Director in maintaining a list of out-of-district students placement, tuition & transportation expenses.
• 8. Arrange transportation for out-of-district students needing special transportation within the district, and designated homeless students.
• 9. Complete contracts for out-of-district students and monitors tuition payments and revenues.
• 10. Maintain office files and insures their security and confidentiality.
• 11. Complete purchase orders for the Pupil Personnel and special education department.
• 12. Maintain a daily schedule for all itinerant pupil personnel staff.
• 13. Assist the Director in maintaining a list of paraprofessionals by building and assignment, track probationary status and evaluations.
• 14. Arrange and monitor the ParaPro Assessment for district paraprofessionals and maintain a list of highly qualified paraprofessionals.
• 15. Maintain and distribute the paraprofessional substitute list.
• 16. Organize and maintain the office supplies.
• 17. Maintain a high level of ethical behavior and confidentiality.
• 18. Assist other secretaries with their duties when requested by the Director.
• 19. Residency verification for students attending magnet schools; encumber tuition for magnet school.
• 20. Assist ESY Coordinator with teacher & para list, letters to students, and other tasks as required.
• 21. Maintain list of student hospitalizations & payments.
• 22. Assist with para substitutes for special out-of-district transportation as needed.
• 23. Manage district calendar & reporting periods in the state special education data system
• 24. Perform other duties as assigned by the Director.

EOE