Under the direction of the Assistant Superintendent of Special Education, or designee, schedules Individualized Education Plan (IEP) team meetings according to specific guidelines, verifies and validates special education student, staff and program data, and to perform related duties as assigned.

Assists the Special Education department staff by coordinating and scheduling IEP team meetings utilizing multiple district calendars and SEIS (Special Education Information System, including the sending of notices to and confirming attendance of required participants.

Assists in the development of student data reports to meet local, State and Federal requirements; monitors compliance with district policies, State and Federal regulations.

Communicates verbally and in writing with administrators, staff, parents, specialists, and medical personnel to glean information as needed.

Prepares and verifies time sheets and mileage claim forms of staff for required services.

Composes a variety of correspondence on subjects requiring knowledge of District, State, and Federal policies and procedures with no or minimal direction.

Organizes and maintains office records and files, compiles information, reviews data for completeness and corrects errors.

Completes a variety of data-based reports; utilizes the computer for word processing, database, and spreadsheet applications.

Supports other clerical responsibilities of the special education department, as designated.

Bilingual positions also interpret between English and a designated second language for meetings, conferences, and personal or phone inquiries; they may translate correspondence, reports, records, legal documents, and other written materials.

A Special Education Scheduling Technician works to support the Special Education department by performing complex scheduling for IEPs in accordance with specific guidelines. A Secretary I is a journey level classification, with incumbents performing responsible secretarial duties to assist a departmental manager by relieving him/her of routine administrative details such as office management, scheduling/coordinating activities, preparing routine correspondence, and maintaining departmental records. A Clerk Typist III is responsible for a body of complex clerical work and contacts, usually in support of a specific program or function, which requires independent judgment and specialized knowledge; incumbents may also supervise or provide regular work direction to other clerk typists.

Knowledge of: Special Education compliance requirements; electronic calendaring system; student information system; modern office practices, procedures, and equipment; computer operation automated record keeping systems, and common office software applications; knowledge of correct English (Spanish for bilingual classification) grammar, vocabulary, and basic composition; basic arithmetic; record keeping techniques.

Ability to: Organize, prioritize, and accomplish a heavy workload with multiple deadlines; work independently; collect, validate, and analyze data, drawing logical conclusions and making recommendations; research, process, collect and provide information to/from District personnel, administrators, medical staff and parents concerning Special Education procedures and requirements; demonstrate high level deductive and inductive reasoning skills and attention to detail in order to accurately and effectively maintain complex calendars with high consequence of error; exercise tact and sensitivity in interpersonal contact; establish and maintain effective working relations; demonstrate a strong service orientation; communicate effectively both orally and in writing; demonstrate flexibility and accept direction; read, interpret, apply, and explain complex rules, regulations, policies, and procedures; process employment documents; sufficient mental ability to understand and apply regulations and procedures, analyze and organize data, and learn software applications; physical ability to operate a computer and other common office equipment; type sufficiently to complete reports, correspondence and other necessary documents with accuracy; make basic arithmetical calculations with speed and accuracy; work effectively with frequent interruptions.

Essential Physical and Mental Activities and Work Environment: Office environment; with or without reasonable accommodation, incumbents must have sufficient visual acuity to read computer screens, regulations, reports, and other data all day; sufficient hearing to comprehend ordinary phone and personal conversation; sufficient clarity of speech to explain regulations and procedures by telephone and in person; sufficient mental ability to understand and apply regulations and procedures, analyze and organize data, and learn software applications; physical ability to operate a computer and other common office equipment. Generally the job requires 90% sitting, 5% walking, and 5% standing.

Typical Background: Any combination equivalent to graduation from high school and at least two years of increasingly responsible clerical experience including the synthesis of data and generation of resulting recommendations and/or the coordination of complex scheduling.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

Established June, 2012 by Alicia Schlehuber
Approved by the Personnel Commission on July 21, 2012
Revised 12/2013, Approved by Personnel Commission 12/2013
Revised 8/31/2015 Approved by Personnel Commission on 9/17/ 2015
Revised 10/21/2021 – DB. Approved by Personnel Commission on 10/21/2021
Reallocation 10/2022