Campus Special Education Secretary (194 Days)

CALALLEN I.S.D. JOB DESCRIPTION

Job Title: Campus Special Education Secretary

Exemption Status/Test: Nonexempt

Reports to: Director of Special Ed/ Principal

Date Revised: August 25, 2026

Dept./School: Assigned Campus(es)

194 days

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Primary Purpose:

The Campus Special Education Secretary serves as secretary to the Special Education Assessment Staff. The Campus Special Education Secretary performs responsible office work in the campus Special Education Offices involving a considerable degree of independent judgment and initiative. The Campus Special Education Secretary keeps legal special education records such as IEP's and other records; does general typing and filing; and other related duties as required.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of general office procedures

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets and databases, and do word processing

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice with some direction

Effective organizational, communication, and interpersonal skills

Confidentiality of student records

Experience:

Three year clerical experience preferred, preferably in a public education environment.

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Provide general clerical support including word processing, data entry, filing, and file maintenance.

2. Assist with obtaining special education records of new students, including requesting and sending student records, calling the previous district to obtain records, entering student data, and ensure completeness of records.

3. Process special education records after an ARD.

4. Provide reports and documents in preparation for meetings.

5. Distribute records received to appropriate individuals.

6. Compile, maintain, and file all reports, records, and other documents as required, both the physical and digital records.

7. Maintain assessment staff's calendar and schedule of appointments.

8. Maintain awareness of and compliance with federal and state regulations regarding Special Education.

9. Track, organize, and maintain extensive confidential files on all special education students on assigned campuses.

10. Maintain close and cooperative communication and working relationship with special education personnel at all feeder schools.

11. Compile numerous reports, memos, agendas, and meeting notes for district and site level.

12. Copy, mail, and/or fax special education records to requesting parties and request records for assessment staff.

13. Perform other duties as assigned

Reception and Phones

14. Receive incoming calls, take reliable messages, and route to appropriate staff.

15. Receive and answer incoming calls from other school districts on student transfers and schedule information.

16. Assist assessment staff with scheduling of meetings and appointments.

17. Follow up with outside providers to obtain records.

18. Contacts parents to schedule and/or reschedule meetings

Other

19. Receive, distribute, and ensure security and confidentiality of student records.

20. Maintains confidentiality.

21. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Reports to: Superintendent

Dept./School: Central Office

Primary Purpose:

Under moderate supervision, respond to inquiries from staff, students, parents, and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the central administration office. Coordinate and manage the District substitute program.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to operate multi-line phone system

Effective public relations, organization, communication, and interpersonal skills

Ability to speak, read, and understand English

Ability to read and comprehend instructions

Ability to effectively present information in one-on-one situations

Proficient in keyboarding, 10-key numerical data entry, and file maintenance

Experience:

3 years of clerical experience in an education office setting preferred

Major Responsibilities and Duties:

• Reception and Phones
• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Greet visitors (e.g. public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
• Maintain visitor log and issue visitor passes.Respond to emergency calls and notify appropriate parties address immediate safety and/or security issues.
• Receive deliveries and disseminate materials and information to the appropriate parties.
• Operate the automated substitute system, including data entry and generating reports, including substitute lists, absences reports, and utilization reports.
• Prepare and distribute substitute application packets.
• Receive and process substitute applications and screen substitute applicants.
• Performs background checks and ensures criminal history checks are completed on all substitutes hired.
• Coordinate and schedule substitute orientation trainings.
• Maintain active and inactive substitute list and distribute to campus principals.
• Serve as the primary point of contact for substitute teachers, addressing any concerns or issues they may have.

Other:

• Provide clerical assistance as needed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system

Posture: Continuous sitting

Motion: Repetitive hand motions including reaching. Frequent keyboarding and use of mouse.

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Reception desk in the administrative/central office

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.