CST Secretary

Upper Freehold Regional School District•Allentown, NJ

1d•Hybrid

About The Position

Provides comprehensive administrative support to the Child Study Team (CST), Case Managers, and the Special Education Director/Supervisor. This role ensures regulatory compliance, efficient data management, timely communication with parents and staff, and smooth daily operations for both Middle School (MS) and High School (HS) special education programs.

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Experience with student information systems or similar database management.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality.
Attention to detail.
Ability to multitask and prioritize effectively.
Experience in a school or administrative setting is preferred.

Nice To Haves

Experience with Frontline software.
Familiarity with special education regulations and procedures.
Experience coordinating meetings and communicating with diverse stakeholders.

Responsibilities

Coordinate Progress Reports: Manage the preparation, notification, and distribution of special education progress reports quarterly (4x/year) for Middle School and semi-annually (2x/year) for High School.
Record Retention: File the final progress report of the school year in each student's official classification file under the "Miscellaneous" section.
Digital Archiving: Scan and upload all required special education documentation into the Frontline repository (including signed meeting attendance sheets, consent forms, medical records, and outside private evaluations).
File Creation & Maintenance: Create physical and digital files for all newly enrolled and transferring special education students. Perform daily filing, copying, and scanning as requested by Case Managers.
Case Management Correspondence: Prepare and distribute official case management letters to families at the start of each school year.
CST & Speech Meetings: Draft and distribute all letters, evaluations, and reminders to parents and staff for Initial Referrals, Reevaluation Meetings, Annual Reviews, and Transfer Meetings.
Meeting Confirmation: Conduct proactive phone calls and emails to confirm scheduled meetings with parents and teachers.
Intake & Routing: Receive and process student referrals from I&RS, parents, and Early Intervention; immediately alert the designated Case Manager and Director/Supervisor to initiate the process.
Report Distribution: Collect, track, and distribute incoming evaluations and reports from school psychologists, LDTCs, OTs, PTs, and Speech therapists to parents.
Outside Evaluations: Coordinate and process requests for external evaluations as directed by Case Managers and approved by the Director.
Extended School Year (ESY): Mail all ESY program letters and track student attendance, enrollment, and specialized transportation/bussing needs.
Extraordinary Aide Tracking: Prepare, process, and deliver all necessary documentation for Extraordinary Aide funding to the Business Administrator (BA).
Office Operations: Manage and process all supply orders and inventory requests for the Child Study Team and Speech departments.
High School (HS) Only: Maintain regular contact with Career Centers and Vocational Schools to ensure they receive updated IEPs for attending students.
Middle School (MS) Only: Coordinate the Monmouth County Career Center Trial process. Disseminate application packets, collect completed forms, and submit them to the Career Center with IEPs and recent evaluations.
Coordinate and communicate student bussing details with Transportation and families.
Snapshot Audits: Periodically review student rosters and correct data discrepancies in the systems snapshot provided by the Technology Department.
State Reporting Compliance: Annually audit and correct missing or inaccurate student data required for the NJ SLED reporting system.