School District U-46 · 4 months ago
Specialized Student Services Records Secretary C
Elgin, IL
Full-time
Onsite
Mid, Senior Level
5+ years expSchool District U-46 is seeking a Specialized Student Services Records Secretary C to develop a uniform system of student record keeping while ensuring confidentiality as per regulations. The role involves managing special education files, maintaining databases, and providing secretarial support to administrators and programs.
Primary/Secondary Education
Responsibilities
Manage and maintain all special education student files
Create and manage a database system of student records
Enter and retrieve student information in the Embrace system
Assist Special Ed Administrators with scheduling IEP meetings; invite and correspond with school’s service teams
Process, file or purge active and inactive district and private placement special education records by the end of each school year according to State and Federal guidelines
Process all requests for student records in compliance with State and Federal guidelines and District policies
Process and file protocols and incoming special education student documents
Process ESY purchase order requests
Provide secretarial support to Specialized Student Services Administrators
Provide secretarial support to the Extended School Year program
Maintain inventory and ordering of supplies and materials (e.g. forms, office supplies, CAC, etc.) for Specialized Student Services administrators, secretaries, and staff
Provide additional Specialized Student Services secretarial support as needed
Other duties as assigned
Qualification
Required
High School diploma or equivalent required
Develop a uniform, district-wide system of student record keeping, and to assure protection and confidentiality of student records as specified by State and Federal regulations
Provide responsive, quality service to our schools and public in regards to student record keeping and real-time data and support Special Education Administrators
Exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards
Utilizing excellent verbal and written communication skills to ensure all timelines are met
Maintain confidentiality of student, staff, and department information within the department and community
Manage and maintain all special education student files
Create and manage a database system of student records
Enter and retrieve student information in the Embrace system
Assist Special Ed Administrators with scheduling IEP meetings; invite and correspond with school's service teams
Process, file or purge active and inactive district and private placement special education records by the end of each school year according to State and Federal guidelines
Process all requests for student records in compliance with State and Federal guidelines and District policies
Process and file protocols and incoming special education student documents
Process ESY purchase order requests
Provide secretarial support to Specialized Student Services Administrators
Provide secretarial support to the Extended School Year program
Maintain inventory and ordering of supplies and materials (e.g. forms, office supplies, CAC, etc.) for Specialized Student Services administrators, secretaries, and staff
Provide additional Specialized Student Services secretarial support as needed
Ability to work on a computer/telephone and file over the major portion of the day
Ability to lift up to 25 pounds
Ability to communicate and interact with staff and co-workers in a professional manner
Demonstrates positive customer service skills
Demonstrates confidentiality
Ability to work independently
Ability to prioritize tasks
Demonstrates organizational skills
Keeps accurate filing
Maintain appropriate inventories and online file management
Able to use office machines (ex. laminator, fax, intercom, phone, copier)
Accurate typing/keyboarding
Working knowledge of computer programs
Willingness and ability to learn
Perform reception duties
Perform student attendance duties
Utilize excellent written and verbal communication skills (parents, staff and students)
Responsible for tracking and balancing building/department expenditures (if applicable)
Working knowledge of computer program Word and Excel
Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)
Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
Proficient in specialized computer programs and applications
Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
Responsible for office management, environment, staff, finances (banking and financial software)
Ultimately responsible for coordination, organization, facilitation of district level department/building
Preferred
Associates degree preferred
Five years of secretarial experience in a school setting preferred
Bilingual - Spanish/English (written/verbal) preferred
Familiar with Embrace and IEPoint preferred
Benefits
Pension and Insurance Eligible
Company
School District U-46
School District U-46 is to be a great place for all students to learn and Primary and Secondary Education services.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Miguel Rodriguez
Chief Legal Officer
Trisha Olson
Chief Legal Officer
Recent News
2025-05-26
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