Executive Assistant - Student Services and Special Education Department

Executive Assistant - Student Services and Special Education Department Oxford Public Schools Special Education Department - Oxford, Massachusetts Job Details

Job ID:

5710208

Application Deadline:

Posted until filled

Posted:

Yesterday

Starting Date:

Jun 22, 2026 Job Description

TITLE:

Executive Assistant to the Director of Student Services and Special Education

SUMMARY:

The Executive Assistant to the Director of Student Services and Special Education provides comprehensive administrative and operational support to the department. The position supports the coordination of special education processes, department operations, communication, record management, and compliance-related activities while maintaining confidentiality and fostering positive relationships with students, families, staff, and outside agencies. The role requires strong organizational skills, attention to detail, professionalism, and the ability to effectively manage multiple priorities in a fast-paced educational environment.

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.

• Serves as the primary administrative support to the Director of Student Services and Special Education and assists in the daily operations of the department.
• Maintains the Director's calendar, schedules meetings and appointments, and coordinates meeting logistics, including special education and out-of-district meetings.
• Responds to and manages inquiries, phone calls, emails, mail, reports, and other correspondence from students, families, staff, outside agencies, and the public by providing information, facilitating communication, and determining appropriate follow-up.
• Prepares reports, letters, memoranda, meeting materials, contracts, and other confidential correspondence independently and at the direction of the Director.
• Provides administrative support for district special education programs, compliance requirements, and student support processes, including McKinney-Vento, Foster Care, and Section 504 responsibilities as assigned.
• Serves as a resource to families and staff regarding special education processes, timelines, documentation, and IEP paperwork.
• Assists in scheduling and preparing for Initial, Annual, and Re-evaluation Team meetings to support compliance with mandated timelines for out-of-district students.
• Completes, distributes, and maintains required special education documentation, including meeting invitations, evaluation reports, IEPs, progress reports, notices, and related correspondence.
• Maintains accurate and confidential electronic and paper special education records in accordance with state and federal regulations.
• Coordinates with enrollment staff, outside districts, agencies, providers, and out-of-district programs to obtain, process, and transfer student records and documentation.
• Ensures student information systems and special education databases are accurate and up to date for state reporting, audits, compliance monitoring, and internal tracking purposes.
• Assists with data management and preparation of state, district, Medicaid, Circuit Breaker, School Choice, census, grant, and other required reports and reimbursement documentation.
• Prepares and maintains out-of-district tuition contracts, contracted service agreements, transportation requests, purchase orders, invoices, budget documentation, and related fiscal records.
• Collaborates with transportation personnel and outside providers to coordinate transportation and related services for students with disabilities, homeless youth, and students in foster care.
• Assists in the administration and coordination of special education programs and services, including extended school year services, preschool programming, home/hospital tutoring, and contracted services.
• Orders, receives, maintains, and distributes department supplies, materials, equipment, and inventory in accordance with established procedures.
• Processes conference registrations, travel reimbursements, and other department operational documentation for the Director and department staff.
• Maintains professionalism, confidentiality, sound judgment, and effective working relationships with staff, families, outside agencies, and community partners while adhering to district policies and procedures.
• Participates in professional development, department meetings, and training opportunities as assigned.
• Performs other duties and responsibilities as assigned by the Director of Student Services and Special Education or designee.

MINIMUM QUALIFICATIONS

Education and Experience

• Associate's degree or equivalent required; Bachelor's degree preferred.
• Minimum of three (3) years of experience in an administrative assistant or office secretarial role required, preferably within a school district, special education department, human services setting, or related field.
• Demonstrated proficiency with computer systems and applications, including Microsoft Office and Google Suite required
• Experience with student information systems and special education platforms (e.g., PowerSchool, IEP management systems) preferred Knowledge, Skills, and Abilities
• Knowledge of office practices, procedures, and record management systems.
• Proficiency with standard office equipment and technology, including Google Suite, Microsoft Office, database systems, and other job-related software applications.
• Strong written and verbal communication skills, including proper grammar, punctuation, and professional telephone etiquette.
• Excellent organizational and time management skills, with the ability to manage multiple tasks, deadlines, schedules, and compliance requirements in a fast-paced environment.
• High level of accuracy, attention to detail, and confidentiality in recordkeeping, documentation, and handling sensitive information.
• Strong interpersonal and customer service skills, with the ability to establish and maintain effective working relationships with students, families, staff, administrators, community members, outside agencies, and diverse groups.
• Sound judgment, professionalism, tact, and discretion in responding to and resolving issues in a calm, professional, and reassuring manner.
• Ability to work independently while managing competing priorities and frequent interruptions.
• Flexibility and adaptability in response to changing priorities, interruptions, and district and school needs.
• Ability to read, interpret, and apply detailed information, procedures, and documents accurately.
• Ability to collaborate effectively as part of a team while supporting efficient office operations and district initiatives.
• Commitment 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.

Position Type:

Full-time

Salary:

$55,000 to $75,000 Per Year