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Special Programs Secretary

Company: Northwest Regional School District
Location: Hillsboro
Posted on: May 3, 2021

Job Description:

Position Title: Special Programs Secretary

Location: Nestucca Valley School District

Reports To: Special Programs Administrator

FLSA Status: Nonexempt

FTE: 0.75 FTE

Salary Schedule: Classified Salary Schedule

Row: Office Manager


This position is responsible for maintaining all special education files and associated paperwork for special education and Section 504 in the school setting. Handles daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time.

QUALIFICATIONS: Knowledge, Skills, Abilities Required:

  • Experience working in special education and 504 plan programs.
  • Proficient in utilizing special education software.
  • Effective oral and written communication skills.
  • Ability to exhibit professionalism and effective human relations.
  • Competent knowledge of computer usage and ability to use database software, e-mail, internet software, spreadsheets and word processing software.
  • State issued valid driver's license

ESSENTIAL FUNCTIONS: Performs some or all of the following tasks. Other duties may be assigned.

  • Maintains all special education and Section 504 program records in compliance with state and federal guidelines and district policies.
  • Assist Special Programs Administrator with all state and federal reports.
  • Prepares, copies, and distributes all necessary paperwork to facilitate IEP and 504 plan meetings.
  • Serves as resource to teachers and staff serving special education and Section 504 population providing student grades, schedules and contact information.
  • Locates and determines student background information (prior schools, previous IEP's, history, etc.) for staff.
  • Maintains accurate and complete caseload files, tracks deadlines for IEPs and 504 plans and notifies staff in advance of deadlines.
  • Serves as a resource to other staff in using special education technology programs for IEP's etc.
  • Contacts parents/guardians to schedule conferences and programs as required including creating schedule, contacting all invited parties, preparing confirmation and distributing materials to all parties (teachers, specialists, parents, etc.).
  • Assists with special projects as assigned.
  • Provides data and information to district office as requested.
  • Appropriately maintains and secures confidential records and inquiries.
  • Attend in-services and training as required.
  • Follow District protocol for reporting absences.
  • Annually pass the District's required online training by the District's assigned due date.
  • Perform physical requirements unaided or with the assistance of reasonable accommodation.
  • Participate in monthly NVSD Office Staff meetings to align practices across all facilities.
  • Perform other duties and responsibilities as assigned.


Salary and work year to be according to the current negotiated contract.


Performance of this job will be evaluated in accordance with provisions of Board policy.


  • Establish and maintain a positive and respectful working relationship with students, staff, administration, parents/guardians and community members.
  • Work collaboratively and communicate effectively with staff and customers at all organizational levels (listening to others without interrupting, keeping emotions under control, remaining open to others' ideas and focusing on solving conflicts).
  • Maintain a high level of ethical behavior and confidentiality of information about participants, families and staff.
  • Maintain dependable and consistent attendance and punctuality.
  • Follow all laws, District policies, rules, regulations, memos, announcements and reasonable requests by proper authority

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Frequent or prolonged standing, walking and sitting.
  • Possible moderate noise level.
  • Frequent and prolonged talking/listening in conversations/meetings.
  • Requires handling and working with a variety of materials and objects.
  • Work may occasionally involve lifting/carrying objects weighing up to 50 pounds.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time, as it deems advisable.

Nestucca Valley School District recognizes the diversity and worth of all individuals and groups. It is the policy of NVSD that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities, or employment.

Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990. Individuals with disabilities may contact the Human Resources Officer at 503-392-3194 x403 for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-735-2900.

Keywords: Northwest Regional School District, Hillsboro , Special Programs Secretary, Other , Hillsboro, Oregon

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