Administrative Assistant, Special Education - Mt. Ararat Middle School

Job Description About MSAD 75

Serving Maine's Midcoast communities of Bowdoin, Bowdoinham, Harpswell, and Topsham, MSAD 75 is home to over 2,350 students and more than 600 faculty and staff members.

The role serves as a member of the Mt. Ararat Middle School staff, assisting the Special Services Coordinator with communication, data analysis, record keeping, and public relations.

This is a school‑year, part‑time position (Monday‑Friday 9:00 am – 1:00 pm, mid‑August through mid‑June). It also includes coverage for the summer ESY (Extended School Year) program for three weeks in July.

$24.39 – 26.25 (DOE)

• High school diploma or GED/HiSET
• At least 1‑3 years of experience.
• Demonstrated proficiency in MSWord, Excel, Google Docs/Sheets/Calendars, Infinite Campus, and EDMS.
• Strong customer service, organization, and budgeting skills.
• Valid State of Maine Department of Education background check (CHRC) authorization.

• Schedule all IEP meetings for Special Education students and Initial Referrals; mail out all notices.
• Schedule all School Psychological testing, IDTs, and Interps for the school psychologists; mail out all notices.
• Maintain the Special Education caseload database.
• Generate student profiles from Special Education IEPs; update profiles upon completion of each annual IEP.
• Distribute electronic copies of profiles and IEPs to teachers of all special‑ed students.
• Organize the special education lists for testing: MEA‑small groups.
• Organize Special Education 8th grade profiles and 9th grade schedules for the transition to high school.
• Gather and process the 5th grade special education profiles and IEPs from the five elementary schools.
• Process IEP paperwork in EDMS and email/mail to parents all IEPs and written notices.
• Pack up and deliver the 8th grade special education files to the high school.
• Organize the incoming 5th grade special education files.
• Support staff with needs related to special education services.

• Assist students. Follow FERPA guidelines related to student records.
• Answer phones, distribute calls and messages.
• Maintain needed supplies for the counseling office.
• Distribute incoming faxes and assist staff with outgoing faxes.
• Laminate items and change the rolls on the laminating machine.
• Order supplies and call for service for the counseling center copy machine; assist staff with use of the machine (e.g., transparencies, toner, master rolls, tubes of ink, paper jams, etc.).
• Late bus duty (estimated one time per week).
• Support fire drills by holding doors and collecting attendance sheets.
• Be a flexible member of the administrative support team.
• Other duties as assigned by the Special Services Coordinator and building administration.

• Professional Growth: At MSAD 75, employees grow professionally, build strong relationships, and help shape the future of our community one student at a time.
• Supportive Environment: We strive to build an environment that is diverse in perspectives, talents, backgrounds, and experiences.
• Comprehensive Benefits: MSAD 75 offers a Flexible Benefits Plan, including medical and dental coverage, a flexible spending account (FSA), 403(b) & 457(b) plans, MainePERS, employee assistance program (EAP), professional development reimbursement, paid time off and more!
• State‑of‑the‑Art Facilities: The Orion Performing Arts Center provides a cultural beacon in the region, offering first‑rate live performances and enriching experiences for both staff and students.

MSAD 75 is an equal‑opportunity employer and does not discriminate on the basis of race, color, national or ethnic origin, religion, gender, sexual orientation, marital or parental status, age, ancestry, or disability in its employment or in the administration of its educational policies and programs.