Secretary to Special Education - Elementary Schools & OOD - 1.0 FTE - SY26/27

Wellesley Public Schools•Wellesley, MA

25d•Onsite

About The Position

This position provides essential clerical and administrative support for the Special Education department, ensuring the smooth and efficient operation of the school district's special education office. The role involves managing records, facilitating communication, and supporting staff, parents, and students.

Requirements

High School diploma or equivalent.
Minimum of three years or more office experience, preferably in a public school.
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 willingness to learn new software programs as needed.
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.
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.

Nice To Haves

Associates Degree or higher is preferred.
Experience using Powerschool, Schoolspring, Frontline, Novatime and/or Munis is preferred.

Responsibilities

Answer phones, take messages, and screen/direct calls to appropriate special education staff.
Provide information, prepare correspondences and related documents.
Prepare and maintain files and records.
Assist 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 paperwork for IEP meetings.
Maintain accurate and complete caseload files, track IEP deadlines, and notify staff in advance.
Schedule conferences and programs, including creating schedules, contacting parties, preparing confirmations, and distributing materials.
Maintain records and generate reports as requested.
Coordinate, compile, and send progress reports to parents quarterly.
Assist with the placement of substitutes and maintain accurate records in Frontline.
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 hiring documentation for employees, tutors, and volunteers is complete.
Manage the online schedule of meetings for the department head and team chair.
Perform other job-related responsibilities as requested.