Special Education Secretary - Grant Funded

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 POs 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:

• Bachelors 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