Special Education Specialist II Central Administration Special Education Office

CMP teachers are supported in pursuing dual-certification holding a Montessori certification from an AMS-accredited training center and a California state credential. The CMP Leadership Team including the Governing Board Directors Principals and Deans provide stability and focused guidance to the organization.

CMP Mission: The Mission of the California Montessori Project is to provide a quality tuition-free TK-8 Montessori education that challenges our students to reach their full potential.

Summary/Objective

The Special Education Specialist II is an Operations & Data Technician role that supports the Special Education Department through a combination of administrative support operational coordination and data management. This role ensures accurate data reporting (including CALPADS) efficient department operations and direct support to the Director of Special Education to maintain compliance organization and effective service delivery across campuses.

Essential Functions

Special Education Department Operations & Leadership Support

• Provide administrative and operational support to the Director of Special Education including coordinating department schedules meetings and key initiatives
• Maintain systems for tracking deadlines compliance requirements contracts meetings and department deliverables ensuring items are completed in a timely manner.
• Draft prepare and distribute professional communications reports presentations and meeting materials
• Coordinate department meetings trainings and cross-functional projects including logistics documentation and follow-up activities
• Anticipate operational needs identify gaps or overdue items and proactively communicate recommendations and next steps to special education department leadership
• Serve as a central office resource for Special Education operational processes systems management compliance tracking and department coordination.

Special Education Operations

• Maintain organized systems for Special Education records documentation and compliance tracking
• Maintain systems for service tracking and documentation to support compliance with IEP requirements
• Coordinate logistics for staff onboarding trainings and department initiatives
• Assist with purchasing budgeting tracking and vendor coordination
• Coordinate the preparation execution tracking and renewal of master contracts and individual service agreements with providers and vendors
• Coordinate the procurement inventory management and distribution of assessment materials specialized resources and departmental supplies to support Special Education program operations
• Coordinate Special Education technology assistive technology materials and equipment management systems including inventory tracking distribution collection maintenance coordination and replacement planning
• Support development and maintenance of Special Education department systems procedures and workflows

Data Systems & CALPADS Reporting

• Manage and support Special Education data systems including CALPADS and student information systems (e.g. SEIS Aeries)
• Perform data validation reconciliation and error correction to ensure compliance and accuracy
• Support state and federal reporting requirements including CALPADS submissions and audits
• Generate reports related to service delivery compliance timelines and student data
• Monitor data integrity across systems and identify discrepancies for correction
• Assist with apportionment reporting and other required data submissions

Systems & Administrative Support

• Support organization-wide special education data systems reporting processes and compliance monitoring activities (e.g. SEIS Dashboard CDE Monitoring Activities)
• Assist with enrollment student information updates and related administrative processes
• Collaborate with central office departments and external providers to support Special Education operations and service delivery
• Maintain and support Special Education department workflows communication systems and operational processes
• Manage and coordinate Extended School Year (ESY) administrative and operational processes including enrollment tracking family communications materials procurement and distribution and program logistics.

Competencies

• Strong proficiency in Microsoft Office and Google Workspace
• Ability to analyze validate and reconcile data with high accuracy
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Attention to detail and ability to manage multiple priorities
• Ability to maintain confidentiality and handle sensitive information
• Problem-solving and systems-thinking mindset

Supervisory Responsibilities ( if applicable)

None

Work Environment

This job operates primarily in an office environment with regular interaction across multiple campuses and departments. The role requires managing multiple priorities and responding to frequent interruptions while maintaining accuracy and organization.

Physical Demands

While performing the duties of this job the employee is regularly required to sit stand walk speak hear and use hands to operate office equipment. Occasional lifting reaching and movement of light materials may be required.

Safety Measures

Safety Protocols: Following established safety protocols and guidelines to ensure the physical and emotional well-being of all students.

Proper Techniques: Utilizing appropriate techniques for assisting students with physical disabilities or behavioral challenges to prevent injury to both students and staff.

Health Considerations: Adhering to health and hygiene standards and being mindful of any allergies or medical conditions that students may have.

Travel Requirements

Occasional travel between CMP campuses and central office locations. Adherence to CMPs Motor Vehicle Use policy is required.

Required Education and Experience

• Prior experience in administrative office or data-related roles
• Experience working with databases spreadsheets or reporting systems
• Strong technical and organizational skills

Preferred Education and Experience

• Experience in a school or Special Education setting
• Experience with CALPADS Aeries or similar student information systems
• Experience with compliance reporting or audits

Compensation and Benefits

• Time Off: Sick leave paid holidays vacation (as applicable by position)
• Retirement: 403(b) and 457 retirement plans through CalSTRS Pension2 according to California state law California Education code and CMP policy.
• Medical Dental and Vision Insurance for Full Time Positions: Comprehensive coverage for you and your eligible dependents.
• Childcare Support: Access to free before and after care through Club M for employees with students enrolled at a CMP campus (subject to availability; application fees apply).
• Flexible Spending Accounts (FSA): Options for health care and dependent care.
• Employee Assistance Program (EAP): Confidential support for personal or work-related challenges.
• Mental Health Support: Access to Nivati a mental health platform offering counseling coaching and wellness tools.

AAP/EEO Statement: It is the policy of California Montessori Project to provide equal employment opportunities without regard to race color religion sex national origin age disability marital status veteran status sexual orientation gender identity genetic information or any other protected characteristic under applicable law. This policy applies to all employment practices including recruitment hiring compensation promotion training and termination.

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.