Special Education Secretary

SUMMARY:
Provides clerical and secretarial support to department or school; performs a variety of clerical duties in Special Services.
 
ESSENTIAL FUNCTIONS:

• Maintain Communication:
  • Foster positive communication between the school site, staff, and parents.
  • Schedule and organize various meetings including Child Study, Transition, Staff, and IEP meetings.
  • Schedule interpreters for meetings as needed.
• Documentation and Tracking:
  • Track due process dates and provide updates to the coordinator and team. Monitor the department calendar.
  • Assist the coordinator with spot-checking documents for inaccuracies.
  • Compose and file routine correspondence and reports.
  • Determine dates for progress reports, distribute to staff, and send to parents. Ensure filing is up to date.
  • Enter relevant data into web-based systems and maintain assessment summary databases.
  • Understand and use Minnesota Department of Education reporting systems (MARSS, Child Count).
• Database Management:
  • Update the director’s referral database and assist staff with questions related to district databases.
  • Review and update the caseload count grid throughout the year.
  • Manage due process records for students entering or exiting the home school district.
  • Create, update, and organize student files per district protocol.
• Confidentiality and Compliance:
  • Maintain confidential child study folders and filing of protocols.
  • Handle requests for documentation from outside providers or agencies.
  • Perform duties as assigned by the district office.
• Student Transitions:
  • Assist with student transitions to Kindergarten, Junior High, Senior High, or Transition Plus. Coordinate schedules with staff, parents, and other child study secretaries.
• Administrative Support:
  • Prepare purchase and voucher request forms. Order, receive, store, and maintain office and instructional supplies.
  • Attend quarterly child study secretary meetings and take notes.
  • Disseminate extended school year (ESY) information to parents and work with district staff on databases.
  • Mentor new staff on district systems and protocols.
• Documentation Management:
  • Send IEPs and meeting notices to parents. Submit ACT accommodations for students and upload evaluations and IEPs.
  • Box and send active/inactive files to the next school or designated personnel.
  • Create documents for teacher input for IEP meetings and send closing letters.
  • Schedule Fall Orientation and Kindergarten Transition conferences, notifying families and relevant staff.
• Early Childhood Special Education (ECSE):
  • Create child records in SPED forms and manage enrollment and MARRS numbers. Merge duplicate records as needed.
  • Maintain the IEP Snapshot book for Paras and ensure IEP snapshots are uploaded to Infinite Campus.

Evaluation Responsibilities:

• Parent Permission Forms:
  • Create, send, and track parent permission forms for evaluations.
  • Notify the team when evaluations can begin and assign responsibilities.
• Evaluation Reports:
  • Create evaluation reports in SPED forms, adding sources and team input.
  • Communicate with parents about due process meetings and forms.
  • Develop and share weekly agendas for child study meetings.
  • Type secondary level student evaluation and reevaluation plans.
  • Send evaluation plans and relevant forms to parents and teachers.
• Tracking and Coordination:
  • Track evaluation plans and assessment assignments.
  • Enter initial referral totals onto the ADSIS document for administrators.
  • Notify case managers when parent input is needed for reevaluations.
  • Set up video calls, send calendar invites, and monitor attendance at child study meetings.
  • Send evaluation forms to parents and teachers.

Database Management (Infinite Campus & SPED Forms):

• Infinite Campus:
  • Maintain and update student records in Infinite Campus, ensuring accuracy and completeness.
  • Update case managers, disability and setting numbers, and demographic information.
  • Upload IEP snapshots to PLP for teacher access and print copies for Para books.
• SPED Forms:
  • Upload documents for new students and create notes for outside reports.
  • Create reports as requested by staff and manage out-of-district IEPs.
  • Provide staff access to students in SPED forms as requested.

Transportation:

• End of Year & ESY:
  • Complete ESY and Transition Transportation Forms as requested by the coordinator.
  • Facilitate communication between case managers and parents for transportation needs during the school year.

MA (Medical Assistance):

• Eligibility and Billing:
  • Verify eligibility and forward information for third-party billing as requested.
  • Send MA letters home for signatures and forward returned letters to the district office for eligibility verification.

SENOPS (Special Education Non-Public Services):

• Enrollment and Documentation:
  • Receive and disseminate enrollment, TPB, and referral forms from non-public liaisons.
  • Track enrollment to ensure records roll into SPED forms.
  • Create temporary electronic student files for staff review and maintain a running SENOPS agenda.
  • Schedule initial/re-evaluation and parent share meetings.
  • Calculate attendance and membership hours for all IEPs.
  • Enter assessment hours and perform IEP tasks similar to Hopkins SPED.

Qualifications:

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Proficiency in database management and web-based systems.
• Knowledge of Minnesota Department of Education reporting systems.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with special education processes and documentation.

 
Locations covered: Hopkins North and West Middle Schools
 
FTE: 1.0
Salary: $18.79 – $24.81, DOE.