Program Secretary (Special Ed & HR)

Program Secretary (Special Education & HR)

SPECIAL EDUCATION - Saginaw, MI

Job Description

CLASSIFICATION:
Program Secretary (260 day)

DEPARTMENT(S):
Special Education and Human Resources

GENERAL SUMMARY OF POSITION:  The Program Secretary provides administrative and secretarial support to the Special Education Department and Human Resources. In addition, this position serves as the primary front desk receptionist for the Central Campus Administration Office.

This role requires a broad understanding of departmental operations and fosters a collaborative team approach to fulfilling the responsibilities of student services department. Key responsibilities include supporting compliance with special education rules and regulations, accurately processing financial transactions, and maintaining clear, professional communication with internal and external stakeholders.

The Program Secretary also supports the district’s hiring and recruitment efforts by managing job postings, assisting applicants, preparing interview materials, and coordinating interview processes. All recruitment activities are conducted in compliance with collective bargaining agreements and district procedures, ensuring timely and professional communication with applicants and staff.

Special Education Department Job Responsibilities:

1. Organize and process mileage, professional development, and purchasing requests for Special Education Department Leadership, including but not limited to non-ancillary or program staff, ensuring appropriate approval from the Executive Director and Director of Special Education, or Superintendent.
2. Maintain and update state-required personnel credentials for countywide special education professional personnel.  
3. Process parent mileage agreements and reimbursements. 
4. Process correspondence related to monitoring and complaints for the Director of Special Education. 
5. Disseminate State and Saginaw ISD information to local school districts. 
6. Distribute L-4029 letters to local municipalities on an annual basis. 
7. Distribute district credit cards to appropriate employees on an as-needed basis. 
8. Other duties as assigned/requested by the Executive Director and Director of Special Education and/or appropriate administrator.

Candidate Engagement and Hiring Logistics:

1. Follow internal posting processes as outlined in district employee collective bargaining agreements, ensuring compliance for all internal job opportunities.
2. Manage job postings in the district’s applicant tracking system, posting new positions within two (2) business days of approval and ensuring postings are accurate, complete, and current.
3. Post and maintain open positions on networking sites.
4. Collaborate with Human Resources Leadership and the Chief of Staff to promote open positions on district social media channels.
5. Provide assistance to applicants with the application process as needed.
6. Monitor and manage the district’s applicant tracking system regularly to ensure postings reflect the district’s open positions.
7. Coordinate and schedule candidates for interviews and prepare interview materials for the interview team for the assigned departments.
8. Close positions in a timely manner once filled, ensuring closure within two (2) business days and sending appropriate notification and communication to applicants.
9. Prepare an open position report monthly to be shared with the Board Personnel Committee.
10. Support the organization and facilitation of employee-focused events, including new employee welcomes, retirement recognitions, and open interviews.
11. Other duties as assigned/requested by the Executive Director and Director of Human Resources and/or appropriate administrator.

Program Secretary Responsibilities:

1. Responsible for secretarial support for multiple departments and their programming, including Special Education, Deputy Superintendents, Hartley programming (purchasing), and Human Resources.
2. Act as the point of contact to respond to customer needs and concerns and support the general operations of the department. 
3. Provide secretarial support to the Special Education Department and the Superintendent’s office (Deputy Superintendent’s), and Human Resources,  including but not limited to managing calendars, scheduling appointments, and coordinating meeting arrangements for administrative leadership.  This includes preparing meeting agendas, sign-in sheets, and meeting minutes.  
4. Provide general clerical and reception duties, including answering phones and routing calls appropriately, greeting customers, and responding to customer needs and concerns in a positive and helpful manner.
5. Manage the procurement and inventory of office supplies, oversee incoming and outgoing mail/correspondence, draft department correspondence, and maintain files in accordance with state retention guidelines and regulations.
6. Oversee department workflow and make decisions accordingly. 
7. Reconcile credit card statements monthly.
8. Book conference registrations and travel arrangements as requested. 
9. Utilize the district finance software system for processing purchase orders, expense reimbursements, and preparing and processing invoices.
10. Monitoring of program funds, including but not limited to: record maintenance of receipts and disbursements, recording/verifying entries or accounts, preparation, processing, and verification of invoices, and budget monitoring for all programs within the departments.
11. Facilitate the execution of service agreements by facilitating the gathering of support documents and signatures, maintaining accurate records, and tracking spending.
12. Coordinate department interviews, including scheduling, preparing interview packets, booking rooms, and communicating room setup details with custodial staff.
13. Monitoring content for the department on the SISD webpage on a regular basis.
14. Organize and prioritize work assignments, maintaining a neat and organized work area.
15. Coordinate program vendor activities, including the development and implementation of service agreements, completion and submission of W-9 and vendor forms for new vendors, and data entry in Skyward. 
16. Provide guidance and support to new hires with organizational and departmental processes, fostering a smooth transition for employees. 
17. Oversee planning and preparation of workshops, seminars, and meetings.
18. Ensure the confidentiality of student, parent, and staff information.
19. Schedule and monitor equipment repair/service contracts.
20. Adjust program operations/procedures to align with evolving department requirements or needs.
21. Promote a positive work environment for internal (SISD) staff and external community members and stakeholders.
22. Actively participate in district-provided professional development to enhance skills as determined by department directors. 
23. Provide coverage in the absence of and established breaks for other program secretaries.
24. Daily in-person attendance required. 

MINIMUM QUALIFICATIONS:

1. High School diploma or GED equivalency.
2. Minimum of three (3) years of general office experience required.
3. Proficiency in using Microsoft Office, Google applications, and other software.  Skyward experience preferred.
4. Excellent organizational skills with the ability to manage multiple tasks.
5. Strong decision-making skills at a high level.  
6. High level of accuracy in work.
7. Ability to work within designated timelines.
8. Maintain flexibility and be able to problem-solve independently.
9. Ability to work effectively with diverse groups and individuals.
10. Ability to analyze situations and information and to follow tasks to a successful completion.
11. Demonstrated strong communication skills, both oral and written.
12. Ability to prioritize, organize daily work schedule.
13. Ability to understand and follow directions both oral and written.
14. Initiative and ability to work independently with minimal direction.

TESTING:  Qualified candidates will be tested in the following areas:  Proficiency in Microsoft Office applications, including creating and editing documents, data entry skills, drafting and proofreading communications, and the ability to manage calendars and schedule appointments. 

NOTICE OF NONDISCRIMINATION

Saginaw Intermediate School District does not discriminate on the basis of race, color, religion, sexual orientation, gender and gender identity, disability, age, or national origin in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Executive Director of Human Resources

Saginaw Intermediate School District

3933 Barnard Road, Saginaw, MI 48603

Telephone: (989) 799-4733, Fax: (989) 249-8756

Email:  personnel@sisd.cc  Web:  www.sisd.cc