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Job description
Secretary III, Student Records & Compliance – SSSResponsible for data regarding Individual Education Plans (IEP), evaluation and special education documents; working with special education staff around compliance. Responsible for maintenance of student records for inactive students and graduates, including cumulative files, special education files, and transfer of records. Responsible for choice enrollment records and homeschool records.A secretary hired for this assignment may perform all or some of the responsibilities defined below.Be thoroughly familiar with the operation of the departmentGreet visitors, staff, and students both in person and via phone, in a friendly and professional mannerRespond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer servicePerform duties related to special education complianceMonitor, track, and provide communication regarding special education complianceMonitor, track, and provide communication regarding homeschool enrollment recordsMonitor, track, and provide communication regarding inter- and intra-district choice enrollment recordsMaintain student records for inactive students and graduatesComplete requests for transfer of records for students from other school districts, including special education recordsPrepare student transcripts as requestedPrepare student records for archive storagePrepare and document the destruction of records, as appropriateAssist department with processing of paperwork, including but not limited to payroll, absence reports, and timesheets and provide ongoing assistance as neededFamiliar with programs such as Google Drive, Excel, student information systems, and online payment systemsPerform all clerical work as assigned by the director(s)Enter, compile and generate data for required reports upon requestEstablish and maintain electronic and manual filing systems, following state records retention guidelinesArrange for distribution of incoming mail and community publicity itemsOperate and ensure maintenance of office equipment, including copy machines, computers and printersUpdate and maintain department website and calendarsMay provide support for after-hours events as neededProvide a high level of customer serviceCollaborate effectively within department and with other departments and school buildingsProfessionally handle confidential information with integrity and discretionOther duties as assignedEach of the positions at the specific department serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.Ability to independently make decisions that align with district policy and administrator expectationsAbility to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptionsMaintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical mannerAbility to work collaboratively as part of the team and maintain positive relationships with students, parents, co-workers, and patronsAbility to maintain confidentialityAbility to supervise and interact with students in a positive and professional mannerAbility to remain calm in times of high stressPossess clerical skills with solid technology background, including Google Drive, database management, and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with student information systems preferred, including the ability to create and modify documents and to adapt to new technologiesAbility to operate standard office equipmentRespect confidential nature of student information and avoid sharing of information regarding studentsMust have knowledge of, or demonstrated ability to learn, district-approved record keeping and reporting systemsMust have knowledge of, or demonstrated ability to learn and apply, the Public-School Records Retention ScheduleDemonstrated ability to work with people in a positive mannerMust demonstrate effective organizational skills and the ability to effectively meet timelinesRequired to work independently, potentially under stressful conditions with frequent interruptionsRequired to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented mannerMay experience shifts in work schedule according to district needsMay occasionally deal with distraught or difficult students, staff and/or members of the publicAbility to lift up to 45 poundsAmount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.Must have a high school diploma or equivalentSecretarial experience preferredKnowledge of special education compliance preferredExperience working in IEP Online preferredExperience working in Point-of-Sale systems; student information systems experience preferredInventory control work experience including use of inventory control software preferredMust be able to conduct accurate inventory of products and suppliesMust hold valid Washington state driver's licenseType and/or keyboard accurately at 50 adjusted wpm*Basic computer knowledge and skills, including email, Google Drive, MS Windows, Excel, Word, and Outlook*Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions**Testing to be used to determine knowledge of pertinent skillsSecretarial Classification on Public School Employees of Cheney Salary ScheduleYear-round position: 260 days, 8 hours per dayWSP/FBI criminal history background clearanceThe employee shall be evaluated per the terms of the Public School Employees (PSE) Collective Bargaining Agreement by the building principal, department director, or designee. The process shall include an evaluation of the employee's performance of the above Duties and Responsibilities and Knowledge, Skills and Abilities.Must complete school safety training within thirty (30) calendar days from hire date and annually thereafterMust acquire and maintain CPR/First Aid card within sixty (60) calendar days from hire date and as scheduled thereafterAttend designated trainings as specified by supervisor and/or department director in order to maintain knowledge/skillsJob description and format updated: September 2026
Worksite address
cheney, WA, 99004, US
Who can apply
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