Special Education Secretary

TITLE:

Special Education SecretarySUMMARY:

Reporting to the Director of Student Services and Special Education, the Special Education Secretary provides clerical and administrative assistance to the Student Services Department and serves as the initial contact for visitors and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are intended to outline the core responsibilities of the Special Education Secretary; however, they are illustrative in nature and not exhaustive. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment of the role.

Maintain accurate and up-to-date special education student records, including IEPs, evaluation reports, related service documentation, and eligibility materials, in both electronic systems and paper filesEnsure all required documentation is complete, including obtaining and filing signature pages, and maintaining compliance with Massachusetts Department of Elementary and Secondary Education (DESE) requirementsManage and maintain the special education database and student information systems, ensuring data accuracy, completeness, and alignment across platformsPrepare, process, and distribute special education documents, including meeting invitations, IEPs, progress reports, and correspondence to families; document all communications appropriatelyCoordinate and schedule IEP meetings (initial, annual, and reevaluation) in collaboration with Team Chairs, coordinators, and service providersCollaborate with special education providers, Evaluation Team Leaders/Team Chairs, and the Executive Assistant to the Director of Student Services to collect, review, and manage required reports and documentationSupport ongoing file reviews and internal audits to ensure compliance and readiness for state or district reviewMaintain organized filing systems, including proper management of active and inactive student recordsTrack and update internal systems and documentation to support reporting, compliance monitoring, and data analysisProvide administrative support to the Department of Student Services, including preparing correspondence, reports, and other materialsAnswer phones, greet visitors, and respond to inquiries in a professional, courteous, and confidential mannerSort and distribute mail and communications to the appropriate staffEstablish and maintain effective working relationships with staff, families, and outside agencies; communicate with professionalism, tact, and sensitivityMaintain strict confidentiality of all student and staff information in accordance with federal, state, and district policiesDemonstrate reliability, professionalism, and sound judgment, including regular attendance, punctuality, and adherence to district policies and proceduresPerform other duties as assigned by the Director of Student Services or designee

MINIMUM QUALIFICATIONS

Education and ExperienceHigh School Diploma or equivalent requiredAssociates degree or higher preferred; Bachelors degree strongly preferredMinimum of three (3) years of office, secretarial, or administrative experience requiredPrior experience in a school district, special education, human services, or human resources setting strongly preferredDemonstrated proficiency with computer systems and applications, including Microsoft Office and Google Suite requiredExperience with student information systems and special education platforms (e.g., PowerSchool, IEP management systems) preferredKnowledge, Skills, and AbilitiesUnderstanding of office practices, procedures, and record management systemsProficiency with standard office equipment and technology, including Google Suite, Microsoft Office, and database systemsStrong written and verbal communication skills, including proper grammar, punctuation, and professional telephone etiquetteExcellent organizational and time management skills, with the ability to manage multiple tasks, deadlines, and compliance requirementsHigh level of accuracy and attention to detail in recordkeeping and documentationStrong interpersonal and customer service skills, with the ability to build and maintain effective relationships with students, families, staff, and outside agenciesSound judgment, professionalism, and discretion in handling sensitive and confidential informationAbility to work independently while managing competing priorities in a fast-paced environmentFlexibility and adaptability in response to changing priorities, interruptions, and school needsAbility to read, interpret, and apply detailed information and documentsAbility to collaborate effectively as part of a teamCommitment to ongoing professional learning and growth

PHYSICAL DEMANDS

Work is performed under typical office conditions and requires minimal physical exertion. The employee must be able to remain in a stationary position for extended periods, move throughout the office environment, and effectively operate a computer, keyboard, calculator, and other standard office equipment, as well as maintain files. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

WORK ENVIRONMENT

The work is performed in a generally clean and healthy indoor office environment.