Job Description

TITLE OF POSITION:

Administrative Assistant, Special Education

LOCATION:

Nauset Regional Middle School

DESCRIPTIVE STATEMENT

OF POSITION:

The individual will work with the Principal and Special Education Department.

Please see attached for outline of duties and responsibilities. This is a 10-month position (206 days); 8 hours/day; 40 hours/week; Level C

QUALIFICATIONS:

• Maintain well-organized, accurate records, files, documents, and reports
• Exemplary organizational skills, initiative, and attention to detail
• Experienced and skilled in the use of technology, Google Platform and other information management/database applications.
• Maintain confidentiality
• Exemplary skills in writing, proofreading and grammatical structures
• The individual must be able to multitask and work in an active environment

SALARY:

Per prevailing contract

AVAILABILITY:

FY26 School Year

TITLE: Special Education Department Administrative Assistant-Middle School (Level C)

IMMEDIATE SUPERVISOR: Principal

JOB OBJECTIVE: Provide professional and effective administrative and operational support to

the Special Education Department and Middle School Office to ensure the efficient operation of

the school and a positive, effective and safe learning environment for all students.

ESSENTIAL FUNCTIONS:

• Communication /Community, Student and Staff Relations
• As part of front-office team, act as Receptionist for Middle School Special Education Department and Middle School front office, including buzzing in, greeting and logging in visitors and receiving and routing calls
• As part of front-office team, proactively greet and direct visitors and callers, and maintain a welcoming and service-oriented office environment
• Interact with students, staff and community members to independently resolve routine issues which may arise and use proper judgement to refer issues to the Principal or other staff member as appropriate
• Sign in tardy students, collect early dismissal and bus notes; provide passes to students and locate students to come to Main Office for early dismissal
• Receive and deliver messages and packages for students
• Assist with preparation and distribution of correspondence for Special Education Department
• Contact parents/guardians as needed to facilitate delivery of Special Education services and to ensure adherence to documentation and consent protocols.
• In the absence of the Special Education Coordinator, communicate with bus company regarding any necessary changes to or issues regarding Special Education student transportation

• Secretarial/ Administrative Support
• Prepare, collect and distribute appropriate IEP documents; ensuring IEPS are complete b. Assist with updating/amending IEP documentation
• Send amendments for MCAS accommodation changes needed
• Coordinate the scheduling of team meetings with parents and staff
• Assist Administrator with identifying substitute coverage availability and assist in relaying requests from Administrator when needed
• Process and maintain paperwork, correspondence and forms for initial referrals, evaluations, reevaluations and discharges for Special Educational Services
• Process and maintain paperwork, correspondence and forms for outside referrals·
• In collaboration with Special Education Coordinator, assist in developing and maintaining timelines for initial evaluations and reevaluations and ensuring meetings are coordinated in alignment with timelines
• Coordinate communication between teachers of incoming students with Middle School Teachers
• As part of the front-office team, assist staff members with trouble-shooting routine office operations matters (copy jams, faxes, calls to maintenance, etc.)
• Perform other appropriate administrative assistant duties as assigned by immediate supervisor or other suitable administrator

• Recordkeeping/Da ta base Administration/Reporting
• Enter data in Student Information System for new students and update/maintain data for existing students and roll-over data from year to year to next grade level
• Maintain Special Education student files
• Share Special Education student data with other Administrative Assistants and staff members as appropriate to ensure accuracy of information in Student Information System (i.e., for MCAS and SIMS data)
• Update data in Student Information System for discharges from Special Education Services, and transfer files and records to Guidance Department accordingly
• Prepare monthly and end-of-year Special Education reports, and other lists and reports as needed to aid Special Needs Teachers and specialists in the planning and delivery of Special Needs services.
• Complete beginning of year and end of year administrative tasks in a timely manner to ensure the

smooth transition of Special Needs student data and associated records and files from year to year

• Compile and provide records to the High School, Cape Cod Tech or other schools as Special Needs students move on from Middle School

• Events/School Operations/Facilities Safety & Security
• Support District/building security procedures with visitors, vendors, staff and community

EXPERIENCE, KNOWLEDGE AND ABILITIES

Experience:

1. 2 or more years of Secretarial / Administrative or related experience

• 2 or more years experience in a school office environment preferred

Knowledge Of:

• Standard office and secretarial procedures
• Knowledge of School Policies and Procedures
• Student and School Health and Safety regulations
• District organization, operations, policies and objectives
• Various word processing, database and spreadsheet programs, including but not limited to, Microsoft Word, Excel, Google Docs, Google Email/Calendar, Aspen, Softright, Registration Gateway, SmartFind Express, TalentEd/School Spring, Blackboard Connect, Crisis Go and Raptor.
• Correct use of the English language including proper grammar, spelling, punctuation and vocabulary
• Proper and polite telephone etiquette

Ability To (note: the below listed items tie to performance criteria on performance evaluation form) :

• Use time efficiently and productively
• Use technology efficiently
• Communicate, orally and in writing, in a courteous, accurate, efficient and positive manner
• Manage multiple tasks simultaneously
• Prepare accurate documents and reports efficiently
• Maintain well organized, accurate records and files
• Make appropriate professional decisions, seeking guidance when necessary
• Demonstrate initiative, including anticipation of recurring tasks or potential concerns
• Maintain confidentiality of all student and staff information
• Follow the Nauset standard, including following school policies and requirements, being dependable, and being punctual.
• Perform other appropriate duties, as assigned by the immediate supervisor or other suitable administrator

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