Special Education Secretary

Special Education Secretary Oxford Public Schools Special Education Department - Oxford, Massachusetts Job Details

Job ID:

5710166

Application Deadline:

Posted until filled

Posted:

Yesterday

Starting Date:

Jun 22, 2026 Job Description

TITLE:

Special Education Secretary

SUMMARY:

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 files
• Ensure all required documentation is complete, including obtaining and filing signature pages, and maintaining compliance with Massachusetts Department of Elementary and Secondary Education (DESE) requirements
• Manage and maintain the special education database and student information systems, ensuring data accuracy, completeness, and alignment across platforms
• Prepare, process, and distribute special education documents, including meeting invitations, IEPs, progress reports, and correspondence to families; document all communications appropriately
• Coordinate and schedule IEP meetings (initial, annual, and reevaluation) in collaboration with Team Chairs, coordinators, and service providers
• Collaborate 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 documentation
• Support ongoing file reviews and internal audits to ensure compliance and readiness for state or district review
• Maintain organized filing systems, including proper management of active and inactive student records
• Track and update internal systems and documentation to support reporting, compliance monitoring, and data analysis
• Provide administrative support to the Department of Student Services, including preparing correspondence, reports, and other materials
• Answer phones, greet visitors, and respond to inquiries in a professional, courteous, and confidential manner
• Sort and distribute mail and communications to the appropriate staff
• Establish and maintain effective working relationships with staff, families, and outside agencies; communicate with professionalism, tact, and sensitivity
• Maintain strict confidentiality of all student and staff information in accordance with federal, state, and district policies
• Demonstrate reliability, professionalism, and sound judgment, including regular attendance, punctuality, and adherence to district policies and procedures
• Perform other duties as assigned by the Director of Student Services or designee

MINIMUM QUALIFICATIONS

Education and Experience

• High School Diploma or equivalent required
• Associate's degree or higher preferred; Bachelor's degree strongly preferred
• Minimum of three (3) years of office, secretarial, or administrative experience required
• Prior experience in a school district, special education, human services, or human resources setting strongly preferred
• 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
• Understanding of office practices, procedures, and record management systems
• Proficiency with standard office equipment and technology, including Google Suite, Microsoft Office, and database systems
• 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, and compliance requirements
• High level of accuracy and attention to detail in recordkeeping and documentation
• Strong interpersonal and customer service skills, with the ability to build and maintain effective relationships with students, families, staff, and outside agencies
• Sound judgment, professionalism, and discretion in handling sensitive and confidential information
• Ability to work independently while managing competing priorities in a fast-paced environment
• Flexibility and adaptability in response to changing priorities, interruptions, and school needs
• Ability to read, interpret, and apply detailed information and documents
• Ability to collaborate effectively as part of a team
• 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:

$59,000 to $63,000 Per Year