Special Ed Clerical Assistant and Medicaid Billing Assistant for 2026-27

Openings as of 4/12/2026

Special Ed Clerical Assistant and Medicaid Billing Assistant for 2026-27

JobID: 2486

Position Type:

Secretarial/Clerical/Program Secretary

Date Posted:

4/8/2026

Location:

Vallivue School District

QUALIFICATIONS

High school diploma or General Education Degree, preference may be given to applicants with college education

Previous secretarial experience as determined by the Board

Knowledge of word processing, databases, spreadsheets, and reports

High level of competence in typing, filing, and general computer knowledge

Knowledge of automated office equipment and efficient office procedures

Good telephone skills and ability to communicate effectively

Work well with students, staff, and the public

Work well under pressure and deadlines

Excellent organizational skills

Maintain confidentiality of staff and students

Knowledge of Medicaid and IEP software

PRIMARY RESPONSIBILITY TO

Special Ed Director

JOB SUMMARY

To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of secondary school students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

MAJOR DUTIES AND RESPONSIBILITIES

Interacting with Students and the Public

Receive and route incoming calls and correspondence

Arrange meetings, prepare agendas, and handle followup activities as necessary

Assist, log in, and direct visitors to the school

Select, train, and oversee student office aides

In the absence of a school nurse, administer medications to students according to school policy

Supervise students in emergency situations, attend to ill or hurt students, and administer basic first aid in the absence of a school nurse, and contact parents as instructed

Handle daily announcements

Register students and set up permanent records entering student demographics and all other needed information

Help schedule parent-teacher conferences with teachers and help coordinate them with other schools

Issue lockers and maintain records of the same

Process midterm reports and report cards

Develop list for honor roll students

Compile diploma list for graduation and make arrangements for graduation

Work with seniors on graduation process

Assist the building principal on graduation arrangements

Prepare diplomas and draft the commencement program

Order and compile all awards

Assist high school counselor in mailing transcripts to colleges and universities and in providing verifications for jobs and social security

Records and Reports

Maintain accurate enrollment and attendance records for various reports and forward to the district clerk as needed

Run daily tardy reports and mail attendance letters home when necessary

Prepare quarterly state attendance reports

Send student records as requested by schools and promptly request newly enrolled student records from other schools

Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received

Maintain records on all accidents, incidents, fire drill, and suspension notices, forwarding copies to the district office

Prepare such documents as reports, staff duty rosters, correspondence, handbooks, letters, student records, memos, and monthly statements

Maintain employee records, such as absences, and submit to the district office monthly

Prepare a monthly substitute teacher report for the payroll department of the district Office

Assemble and maintain reports and information in an acceptable manner, providing ready access for the building principal and the district office, including the individual school's banking and checking accounts

Miscellaneous Office Tasks

Call and schedule substitute teachers and prepare their timesheets

Maintain a well organized, uptodate filing system

Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners

Process all purchase orders and send to the district office for supplies to be ordered

Keep track of expenditures on account encumbrance sheets

Assist the building principal in processing incoming supplies and equipment, checking original purchase orders, authorizing purchases, and submitting appropriate paperwork to the district office to facilitate proper payments for goods or services received by the school

Distribute and inventory supplies

Maintain records of all fines during the school year

Other

Assist teachers in preparing instructional material as requested within the allowable time frame as set forth by the building principal

Assume the duties of the bookkeeper when the bookkeeper is absent

Exercise administrative authority and perform such tasks as may be delegated by the principal

Make necessary administrative decisions in the absence of the building principal

Keep immediate supervisor informed of activities and any issues that may arise

Attend faculty meetings as required

Assume responsibility for his or her continuing professional growth and development by attendance at inservices or trainings

Seek assistance should emergencies arise

Represent the school district in a positive manner

Know and follow school district policy and chain of command

Perform other duties as assigned

BENEFITS:

District benefit package for full time employees working 20+ hours per week:

Medical/vision/dental insurance

$30,000 life insurance with option to purchase additional coverage

Employee assistance program (EAP)

Unlimited accumulation of sick leave

Personal, bereavement, professional leave, vacation (if applicable)

Credit reimbursement of up to $300 per year

EVALUATION

Performance of this position will be evaluated annually by the building principal in conformance with federal and state law, administrative rules, and Board policy.

TERMS OF EMPLOYMENT

This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.