Student Services, Special Education Secretary

Special Education Secretary – Student Services Department

Position Summary:
Provides specialized confidential secretarial and administrative support to the Director of Student Services and Special Education Administrators. This role requires attention to detail, excellent organizational skills, and a thorough understanding of special education procedures and policies.
 

Key Responsibilities:

• Responsible for handling all state Special Ed SIMS reporting, Medicaid quarterly reporting and Specialized Transportation reporting
• Processes all invoices for the student services department. 
• End of year reporting including confirming all PO’s have been closed, encumber all expenses for next FY.
• Maintains all budget and billing contracts and tracks the monthly budget.
• Maintains contracts and billing with collaboratives. 
• Prepare and maintain financial documents such as department budgets, or other assigned records, as needed.
• Maintains all out of district and in district tutoring for Special Education students. 
• Processes tutor timesheets from tutor budget
• Tracks financial spending with regard to requirements of the special education grants. (Circuit breaker, 240, 262)
• Supplies information and data for the Massachusetts Special Education Department Indicators.
• Issues iPads for students per IEPs as needed, works with IT for iPads and software needs.
• Issues FM equipment for students per IEPs - orders equipment needed and tracks the locations of equipment.
• Responsible for subscription renewals and office supplies for the department.
• Works closely with other Secretaries in the department to ensure hospitalized students are enrolled in LearnWell
• Assists Director and Administrators in ESY coordination and hiring process
• Orders supplies for ESY.
• Perform a wide range of clerical and secretarial tasks, including word processing, data entry, proofreading, filing, and information verification.
• Prepare, copy, maintain, and file accurate and up-to-date records and documentation related to special education processes.
• Manage and communicate all aspects of special education procedures and documentation in a timely and confidential manner.
• Establish and maintain confidential student files, ensuring proper usage and compliance with district, state, and federal guidelines.
• Compose correspondence independently or under direction, demonstrating knowledge of school, district, and department policies and procedures.
• Provide responsive and diplomatic customer service to students, families, staff, and the public, handling inquiries and resolving issues within the scope of school policies.
• Assist in maintaining and updating the department website in collaboration with administration.
• Answer and direct telephone calls, greet visitors, and respond appropriately to all inquiries.
• Act professionally and calmly during emergencies involving staff or students.
• Distribute information, guidance, and support to students, parents, staff, and visitors.
• Perform other duties as assigned by the Director of Student Services or designated administrators.

Qualifications:

• Bachelor's degree preferred
• Experience with PowerSchool SIS and/or Special Programs, iVisions (or budget software), GEM$ (grant management software & reporting) and other related software.
• Ability to work diplomatically and professionally with the public, community groups and town departments, as well as school administrators and staff.
• Ability to communicate clearly and effectively, both orally and in writing.
• High degree of organization, ability to prioritize tasks in a fast-paced environment.
• Maintains the utmost professionalism.
• Operates personal computer to access email, electronic calendars, and other basic office support software.
• Operates office equipment such as photocopier, fax machine, and calculator.

This position is grant funded, contingent upon available funding each year.

POSITION:  Secretary - Full Year

LOCATION:  Office of Student Services/Special Education

HOURS:  Full-time, year-round, M-F

BARGAINING UNIT:  AFSCME

SALARY SCHEDULE:  Per Collective Bargaining Agreement between AFSCME and BRRSC