Special Education Administrative Assistant

About the Employer

Job Summary

The Special Education Clerk is responsible for providing secretarial and clerical support for the Special Education Department at the school level. This position assists in maintaining all special education files for students with disabilities in a well-organized, compliant manner.

Key Responsibilities

• Maintain all paper and electronic special education files for students with disabilities, including individualized education programs (IEPs), evaluation team reports (ETRs), and related services records.
• Ensure all files and documentation strictly comply with Massachusetts Department of Elementary and Secondary Education (DISE) regulations and timelines (e.g., 603 CMR 28.00).
• Coordinate with special education teachers, psychologists, and related service providers to gather missing documents, obtain signature pages, and file reports promptly.
• Assist team chairperson(s) in scheduling and preparing for IEP initial, annual review, and re-evaluation meetings in accordance with DISE mandate timelines.
• Complete and issue required special education documentation to parents/guardians (e.g., meeting invitations, IEPs, progress reports, and written prior notices) and maintain internal tracking logs.
• Work alongside enrollment clerks to facilitate new student enrollments, process incoming special education records, and upload files into appropriate district and DISE-compliant databases.
• Contact external school districts to request incoming student records and process outgoing record requests from outside school systems/agencies within prescribed timeframes (24 hours).
• Maintain up-to-date electronic and paper files in preparation for monthly administrative reviews and DISE Tiered Focused Monitoring (TFM) audits.
• Organize active and withdrawn student folders in compliance with DISE state record retention schedules.
• Communicate tactfully with parents, staff, and outside agencies while maintaining strict confidentiality regarding student information.
• Provide general office support and perform other duties as assigned by supervising administrators.

Qualifications

• High school diploma or equivalent required; Associate's degree or higher in administration, education, or a related field preferred.
• Minimum of three (3) years of experience as an administrative assistant preferred.
• High level of proficiency in Google Suite, Microsoft Office Suite, and student information/special education databases.
• Working knowledge of DISE special education regulations (603 CMR 28.00) and state reporting expectations preferred.
• Detail-oriented, organized, and efficient with exceptional accuracy in record-keeping.
• Excellent interpersonal, customer service, and communication skills (verbal and written) for working with parents, staff, and external agencies.
• Ability to work effectively both independently and in a team environment.
• Demonstrated ability to multi-task, prioritize, and adapt in a fast-paced environment.

Reports to

• Director of Special Education
• Director of Governance
• Building Principal

Subordinates

None

Position Type

Full-time, 10 months

Salary

$26,920 - $43,576

Job Description

The Special Education Clerk is responsible for providing secretarial and clerical support for the special education department at the school level. This position assists the Director of Pupil Services, Director of School Governance, building principals, and team chairperson(s) in maintaining all special education files for students with disabilities in a well-organized, compliant manner. This position also performs related activities including facilitating special education enrollments in cooperation with enrollment clerks, performing data entry into state and district databases, processing external records requests, and performing general office duties.

Additional Requirements

• Background check and fingerprinting as required by Massachusetts state regulations.
• Ability to work independently and as part of a team.
• Completion of any required training or certifications as mandated by the district.

Important Note

Applicants who are hired for this position and are found to have provided falsified or inaccurate information during the application process are subject to disciplinary action, up to and including termination of employment.

Compensation and Benefits

10-month, full-time salary position with compensation relevant to experience. AKFCS also provides a comprehensive benefits package which includes:
• Medical/dental/vision
• Life insurance
• 403(b) & Roth403(b) with match
• Stipend for professional/personal development
• Dash pass (DoorDash)
• YMCA discounts
• Comprehensive private leave of absence program (PFML)
• Sick time with sick bank
• Personal and vacation days
• Health Reimbursement Arrangement (HRA) & Flexible Spending Account (FSA)

Affirmative Action Employer

Abby Kelley Foster Public Charter School is an affirmative action employer, ensuring that its programs and facilities are accessible to the public. We do not discriminate on the basis of age, race, gender, religion, disability, gender identity, sex, pregnancy or pregnancy-related medical conditions, national origin, homelessness, marital status, sexual orientation, or any other status or class protected by state or federal law.

Mission

The mission of the Abby Kelley Foster Charter Public School is to assist families in their role as primary educators of their students by providing a liberal arts education representative of diverse works and global perspectives and aimed at academic excellence, musical competence, and character formation.