Special Education Secretary

Job | Posted 17 days ago
Start Date
Position Areas
Non-Instructional Support


Hiring Pay Range: $16.23 - $17.22
Schedule: Monday - Friday, 40 hours per week, 11 months/233 paid days per year
Location: Ventana Vista Elementary School
Target Start Date: July 12, 2021


Under general supervision of the Director of Special Services, performs work of moderate difficulty, coordinating and providing administrative support activities.
Provides administrative assistance to the Director of Special Services, performing work directly related to the management of state and federal laws governing special education, English Acquisition programs, and other support programs; plays an integral part in providing a service-oriented relationship with students, parents, and district staff; ensures the smooth and efficient operation of the Special Services office; maintains a high level of confidentiality.
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY, and is not a complete listing of all functions and tasks performed by positions in this job class.)
·       Responsible for greeting people and answering all department incoming calls, answering inquiries, and/or routing appropriately.
·       Edits and maintains all department program manuals, procedural handbooks, and teacher resources.
·       Maintains student records, including student files, Synergy, and other sources of student data.
·       Assists Director in district, state, federal laws, regulation, and report compliance.
·       Schedules screenings, testing, prepares meeting notices, and processes all referrals.
·       Coordinates distribution of Child Find materials.  
·       Develops and maintains consistent practices and procedures related to the district-wide collection, retrieval, and reporting of special education student data.

  • Administers data management system for special programs;
  • Compiles and monitors data for compliance with State and Federal guidelines;
  • Responsible for ADE SAIS /AzED’s reporting of “Needs” and “Support Programs” for special education, McKinney-Vento, English Acquisition, and other special services programs;
  • Researches and maintains current knowledge/processes for SAIS/AzEd’s reporting;
  • Collects, processes, reconciles, and updates student and assessment data for automated reporting in multiple software programs; Synergy, ADE Connect, Pearson Access, AzED’s Reports;
  • Supervises test coordinator(s) for Alternate Assessments;
  • Ensures accurate data reporting for state and federal programs for district funding purposes, AMAO’s, and AYP;
  • Completes state required “Annual Data reports” for special education;
  • Assists with annual AFR budget preparation and year-end expenditure reporting for special programs;
  • Provide support program data for OCR reporting to the Federal Office of Civil Rights;
  • Assists in preparing Needs Assessment and Program Evaluations for department;
  • Oversees maintenance of confidential student compliance files for state and federal programs;
  • Ensures proper and timely routing of record transmittals for department;
  • Assists school staff with registration of students requiring specialized instruction; 
  • Processes and tracks new student screenings/referrals for special programs district-wide;
  • Coordinates Interpreting services for parents/students through contracted organizations;
  • Processes specialized transportation for students with needs;
  • Maintains and coordinates destruction of archived records according to Arizona State Records Management regulations;
  • Prepares public notices for Child Find Activities;
  • Conducts Language Proficiency Assessment searches and assists in the coordination of the AZELLA placement testing of PHLOTE students;
  • Monitors payroll for contracted and non-exempt specialized staff in Student Services in conjunction with the payroll department;
  • Submits requisitions and maintains fiscal files;
  • Maintain databases and spreadsheets, and generate periodic reports;
  • Order office supplies following all procurement rules and regulations;
  • Creates and updates state required forms for student services areas;
  • Collaborates with Southeast Regional Cooperative for Hearing and Visually Impaired students;
  • Provides technical and resource assistance for staff members working in the Special Services areas;
  • Generates correspondence;
  • Performs other administrative, staff, and student-oriented tasks as assigned.
·       Knowledge of standard office practices and procedures.
·       Demonstrate intermediate proficiency in computer programs such as Microsoft Word, Excel, PowerPoint and Outlook.
·       Ability to operate standard office equipment.
·       Ability to communicate effectively verbally and in writing.
·       Ability to do basic mathematical computations.
·       Ability to apply common sense understanding to solve practical problems and deal with a variety of situations.
·       Ability to employ trouble-shooting, problem solving and decision-making skills.
·       Ability to maintain confidentiality with regards to people or events that occur on campus.
·       Ability to work cooperatively and courteously with staff, students, parents and community members.
·       Perform all duties in accordance with Federal and State laws, district procedures and Board policies.
·       Ability to handle confrontation and conflict in a professional manner.
·       Produce accurate work and complete assignments with minimal supervision.
Education & Experience:
  • High School Diploma or equivalent
  • 2 – 3 years administrative support experience
  • Coursework in secretarial, business or finance at junior college level preferred
  • Demonstrated proficiency with computer programs, including Word, Excel, database management and desktop publishing;
  • Ability to communicate and work well with staff, students and public;
  • Experience with Student Management System for student needs reporting to state department preferred.
Computer Proficiency: Demonstrate intermediate proficiency in computer programs such as Microsoft Word, Excel, PowerPoint, and Outlook.
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 the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to reach with hands and arms.  The employee is frequently required to sit and occasionally stand and walk.  The employee may be required to move ten pounds and could occasionally lift or move up to fifty pounds.  
Indoor office environment.  This position regularly works indoors and may be required to work outdoors on occasion.  The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times.   Will have contact with employees, the public, regulatory and government agencies and occasionally with students. 
Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent.
The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.

Posted By

Catalina Foothills School District

2101 E. River Rd. , Tucson, AZ 85718

At the following locations

Ventana Vista Elementary

6085 N Kolb Rd , Tucson, AZ 85750

Compare with State

Amount per Student


State Average: $8,651

% ELL Students


State Average: 6%

Student Teacher Ratio


State Average: 23.13

% IEP Students


State Average: 12%



State Average: 143