The Pupil Services Secretary, under supervision of the Director of Pupil Services, is responsible for the coordination of all office functions of the Pupil Services Department using highly developed skills in interpersonal relationship, electronic information processing, computer technology, and advanced secretarial procedures.

II. POSITION CHARACTERISTICS:

Salary: On schedule
Length of contract:  12 months

III. POSITION RELATIONSHIPS:

Reports to: Director of Pupil Services and Executive Director of Student Services
Coordinates with: Pupil Services Staff (school psychologists, school social workers, counselors plus interns and practicum students), DPI, all school administrators and secretaries, all central office departments, Department of Human Services, City/County Health Department, community service organizations and agencies, students and parents.
Type of coordination:  Staff and interagency meetings, public forums, public advertising, Director of Pupil Services presentations, kindergarten registration, Character Education projects, statistical reports, testing, hiring interviews, internship interviews, revision of Pupil Services policies and procedures (such as medication, immunizations, student nondiscrimination, student records, attendance) and all coordination as directed by the Director of Pupil Services.

IV. POSITION QUALIFICATIONS:

1. Minimum training and experience: high school graduate; post-secondary training in advanced secretarial skills, data entry and computer software program proficiency; recent successful experience as a secretary or other office professional position; professional characteristics that reflect above average secretarial skills; highly skilled organizational proficiency and mastery of interpersonal relationship skills.

Completion of recognized training in word processing programs, such as WordPerfect for Windows, and spreadsheet training, preferably Excel or Lotus 1-2-3 for Windows. Ability to keyboard from plain copy, rough draft and tabular material at a minimum rate of 50 net words a minute.

1. Special requirements of the position: 
   1. Ability to function independently and make judgment calls. 
   2. Demonstrates a high level of organizational proficiency and the ability to coordinate and develop several complex projects with a high degree of skill, accuracy and speed. 
   3. Ability to maintain confidentiality and to ascertain what may be disclosed.
   4. Ability to interpret and communicate departmental and district policies, rules and regulations. 
   5. Ability to monitor the financial obligations of the department. 
   6. Thorough knowledge of and ability to operate a variety of computer software programs with above average skill. 
   7. Thorough knowledge of modern office technology, practices and records management procedures. 
   8. Ability to compose letters and memoranda.

V. POSITION RESPONSIBILITIES:

1. Assists the Director of Pupil Services in the efficient management of the Pupil Services Department.
2. Manages all information coming into the department.
3. Serves as public relations representative for the department.
4. Creates district forms such as medications in school, pupil records, 504 accommodations, abuse and neglect, attendance, early entrance, etc.
5. Maintains policies, procedures, and rules and regulations on district issues including: medication, student nondiscrimination, home-based education, immunizations, attendance, student records, early entrance, etc.
6. Develops statistical reports for the district.
7. Develops yearly reports as needed for the district, such as character education activities and the Group and Foster Home FTE Log to DPI.
8. Creates letters and memos for the Director of Pupil Services.
9. Makes travel arrangements, conference registrations, etc. for Director of Pupil Services, school psychologists and school social workers.
10. Maintains the Pupil Services Department budget and orders all supplies, assessment instruments, etc. for the department.
11. Conducts the kindergarten registration process for the district.
12. Conducts summer enrollments for all 15 elementary schools in the district.
13. Arranges monthly Pupil Services staff meetings and guidance chairs meetings.
14. Arranges regularly scheduled meetings (examples: school health committee, character education steering committee, secondary attendance personnel, etc.)
15. Maintains minutes for selected meetings.
16. Sets up interviews for hiring positions of interns, counselors, psychologists and social workers.
17. Maintains a broad knowledge of policies and procedures.
18. Responsible for coordinating the destruction of student confidential records for both high schools and the Student Services Department.
19. Creates brochures and flyers.
20. Executes other duties as directed.

Revised 12/88
Revised 4/99