Executive Assistant to Director of Pupil Personnel Services

Position: Executive Assistant to the Director of Pupil Personnel Services
Location: Whitinsville

Actively provides secretarial and clerical support to the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities in a well-organized, compliant manner. The primary duties include the administration, supervision, and coordination of the system-wide documentation for special education ages 3-22, Section 504 compliance, Educational Stability (students experiencing homelessness and in foster care), school counseling and health programs, English Learner programs, translation services, and tutoring at the district level.

Key responsibilities include assisting the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities, facilitating special education enrollments in collaboration with the enrollment clerks, accurate data entry into information databases, processing external records requests, and performing other general office duties as assigned.

PERFORMANCE RESPONSIBILITIES:

1. Receives, screens, and maintains written record of telephone calls for the Director of Pupil Personnel Services
2. Maintains schedule of appointments and an online calendar for the Director of Pupil Personnel Services;
3. Serves as the primary administrative support for all district special education processes, programs, and staff with the exception of specific tasks as assigned by the Director of Pupil Services;
4. Serves as the primary administrative support for all district Education Stability (McKinney-Vento, Foster Care) processes, with the exception of specific tasks as assigned by the Director;
5. Serves as a resource for parents and staff with respect to IEP paperwork, providing information, and clarification;
6. Collaborates with enrollment clerks to facilitate new student enrollments in special education;
7. Processes incoming records;
Uploads them to the appropriate database;
8. Processes requests for records from outside School Systems/Agencies within the prescribed time period (24 hours);
9. Contacts School districts to acquire student records information for enrollment and file completion;
10. Initiates the distribution of all annual routine special education/504 notifications, memoranda, regulatory correspondence, etc.;
11. Assists in the collection and notification of outside services, including but not limited to: interpreting services, outside independent evaluation services, outside special education services and placement;
12. Prepares and maintains all out-of-district contracts;
13. Maintains all special education files for students with disabilities including but not limited to, related services files, individualized education plans (IEP), evaluation team reports; ensures that all signature pages for these documents are obtained and filed; coordinates with out-of-district programs to ensure all documents are accounted for;
14. Completes all transportation request forms necessary for in-district and out-of-district transportation for students with disabilities, homeless youth, and students in Foster Care;
15. Collaborates with the Transportation Coordinator to meet the transportation needs for students with disabilities, homeless youth, and students in Foster Care;
16. Coordinates with all providers (psychologists, related services and special education compliance departments) to receive and file reports as necessary;
17. Ensures that all students in the special education database have current information and files are complete as required by Massachusetts Department of Elementary and Secondary Education (DESE);
18. Partners with Technology Department, specifically the Information Systems Manager, to assist with data entry to ensure accuracy in state reporting requirements;
19. Assists in regular file reviews to ensure compliance including verifying the presence of documents;
20. Maintains up to date electronic and paper files in preparation for monthly audits of records;
21. Maintains and updates special education vault (withdrawn, exited students) files;
22. Maintains and updates paper records in student files to ensure that folders are in appropriate drawers for active and withdrawn students;
23. Organizes, updates, destroys, and generally maintains all student, fiscal, and general files as required by student record laws and other state regulations regarding the maintenance of special education/504 records and registers;
24. Completes and sends all required documentation, including but not limited to meeting invitations, IEPs, and progress reports, to parents, documents correspondence in the students' eligibility folder;
25. Maintains and updates internal electronic tracking documentation to ensure accurate recordkeeping for data analysis reporting;
26. Oversees the day-to-day operations of the Special Education/Pupil Personnel Services Office;
27. Assists the Special Education Clerk, as needed, in preparing for and scheduling all IEP Initial, Annual and Re-evaluation meetings to ensure mandated timelines are met;
28. Prepares…