Secretary to Special Education - Elementary Schools - FTE - SY

Position: Secretary to Special Education - Elementary Schools - 0.5 FTE - SY25/26
Job Goal:
To provide the necessary clerical and administrative responsibilities required for the administration of the school district in order to assure the smooth, efficient operation of the special education office.

Performance Responsibilities:

* Answer phones, take messages and screen/direct calls to the appropriate special education staff.

* Provide information; prepare correspondences and related documents; prepare and maintain files and records; assist all department members, parents and students.

* Maintain all special education program records in compliance with state and federal guidelines and District policies.

* Prepare, copy and distribute all necessary paperwork to facilitate IEP meetings.

* Maintain accurate and complete caseload files, track deadlines for IEPs, and notify staff in advance of deadlines.

* Schedule conferences and programs as required, including creating schedules, contacting all invited parties, preparing confirmation and distributing materials to all parties (teachers, specialists, parents, etc.).

* Maintain records and generate reports, as requested.

* Coordinate, compile and send progress reports to parents quarterly.

* Assist with the placement of substitutes ensuring an accurate record in Frontline.

* Monitor Frontline and Novatime and serve as the first line approver of data.

* Assist and answer questions for secretaries from various offices and schools.

* Assist in maintaining data for students in the Special Education module of the student information system.

* Compose letters, memoranda and reports independently and accurately.

* Maintain inventory/supplies, facilitate and manage purchases, and maintain the department budget.

* Collaborate with the Human Resources Department to ensure that all potential employees', tutors', and volunteers' hiring documentation is complete.

* Manage the department head and team chair online schedule of meetings.

* Performs other job-related responsibilities as requested.

Qualifications:

* High School diploma or equivalent. Associates Degree or higher is preferred.

* Prefer a minimum of three years or more office experience, preferably in a public school.

* Possess a thorough knowledge of and familiarity with modern office equipment, technology, electronic equipment, and software applications and operations.

* Proficiency in the use of Microsoft Office (Word, Access, Excel, and PowerPoint), Google Suite, and willing to learn new software programs as needed.

* Experience using Powerschool, School spring, Frontline, Novatime and/or Munis is preferred.

* Ability to quickly learn new platforms adopted by Wellesley Public Schools.

* High level of professionalism and the ability to maintain confidentiality.

* Excellent verbal and written communication skills.

* A high degree of organizational and time management skills. Ability to prioritize, multi-task, and handle diverse tasks.

* Ability to understand written procedures, and understand complex, multi-step written and oral instructions.

* Ability to work independently and as part of a team required.

* Ability to take initiative, exercise sound judgment and make decisions within scope of his/her authority.

* Attend professional development as directed.

* Ability to relate in a positive manner with members of the public, parents, staff and students.

* Support the overall school mission, vision, and policies and procedures.

Evaluated by:
Assistant Superintendent of Student Services

Work Year: 12 months

Salary/Benefits:
In accordance with the WEA Unit D contract, Group B

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand, walk, talk, and hear. The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms, climb or balance and stoop.

The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include the ability to adjust focus. The employee is required to have the cognitive ability and focus to manage multiple detailed tasks at once with frequent interruptions.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office environment. Majority of the work is performed in a moderately noisy environment with frequent interruptions.