Wellesley School District
Part-Time Substitute Secretary to Elementary Special Education Services
Wellesley School District, Wellesley, Massachusetts, us, 02482
Job Goal:
The Department of Student Services is seeking temporary clerical support as the department onboards several new members of the Central Office team. This temporary secretary will provide administrative support necessary to ensure the smooth and efficient operation of the elementary special education office and to ensure compliance with district, state, and federal guidelines.
This temporary employee will work 20 hours per week, and this assignment is anticipated to last no longer than 6 months.
Performance Responsibilities: Answer and direct phone calls, take messages, and route communications to the appropriate special education staff. Provide administrative support to the special education department; prepare correspondence, forms, and reports; maintain files and records; and assist staff, parents, and students. Maintain all special education program records in compliance with state and federal guidelines and district policies. Prepare, copy, and distribute all paperwork necessary for IEP meetings. Maintain accurate and complete caseload files; track IEP deadlines and notify staff in advance. Schedule meetings, including creating schedules, contacting participants, preparing confirmations, and distributing materials to all relevant parties. Generate and maintain records and reports as requested. Coordinate and distribute special education progress reports to parents quarterly. Enter and update student information in the student information system, including the Special Education module. Compose letters, memoranda, and reports independently and accurately. Maintain department supplies and process purchase requests. Collaborate with Human Resources to ensure all employees, tutors, and volunteers meet CORI, SORI, and fingerprint clearance requirements. Respond to inquiries from parents, staff, and the public in a courteous and professional manner. Operate office equipment, including computers, copiers, and fax machines. Maintain confidentiality and flexibility while working collaboratively with supervisors, staff, students, and families. Perform other related duties as assigned.
Qualifications: High School diploma or equivalent required; Associate's Degree or higher preferred. Minimum of three years of office experience, preferably in a public school setting. Thorough knowledge of and familiarity with modern office equipment, technology, electronic systems, and software applications. Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and willingness to learn new software programs as needed. Experience with PowerSchool, School Spring, AESOP, Novatime, and/or Munis 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. Strong organizational and time management skills with the ability to prioritize, multi-task, and handle diverse tasks. Ability to understand and follow written procedures, multi-step instructions, and oral directives. Ability to work independently and as part of a team. Ability to take initiative, exercise sound judgment, and make decisions within the scope of authority. Willingness to attend professional development as directed. Ability to relate in a positive and professional manner with students, parents, staff, and members of the public. Commitment to supporting the overall mission, vision, policies, and procedures of the school. Essential Functions of the Job - Physical Demands:
Regularly required to sit; frequently required to stand, walk, talk, and hear. Frequent use of hands to finger, handle, or feel objects, tools, or controls; reaching with hands and arms; occasional climbing or balancing, and stooping. Ability to lift and/or move up to 20 pounds. Ability to adjust focus and manage multiple detailed tasks with frequent interruptions. Work Environment:
Work performed in a school office environment. Moderate noise level with frequent interruptions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The Department of Student Services is seeking temporary clerical support as the department onboards several new members of the Central Office team. This temporary secretary will provide administrative support necessary to ensure the smooth and efficient operation of the elementary special education office and to ensure compliance with district, state, and federal guidelines.
This temporary employee will work 20 hours per week, and this assignment is anticipated to last no longer than 6 months.
Performance Responsibilities: Answer and direct phone calls, take messages, and route communications to the appropriate special education staff. Provide administrative support to the special education department; prepare correspondence, forms, and reports; maintain files and records; and assist staff, parents, and students. Maintain all special education program records in compliance with state and federal guidelines and district policies. Prepare, copy, and distribute all paperwork necessary for IEP meetings. Maintain accurate and complete caseload files; track IEP deadlines and notify staff in advance. Schedule meetings, including creating schedules, contacting participants, preparing confirmations, and distributing materials to all relevant parties. Generate and maintain records and reports as requested. Coordinate and distribute special education progress reports to parents quarterly. Enter and update student information in the student information system, including the Special Education module. Compose letters, memoranda, and reports independently and accurately. Maintain department supplies and process purchase requests. Collaborate with Human Resources to ensure all employees, tutors, and volunteers meet CORI, SORI, and fingerprint clearance requirements. Respond to inquiries from parents, staff, and the public in a courteous and professional manner. Operate office equipment, including computers, copiers, and fax machines. Maintain confidentiality and flexibility while working collaboratively with supervisors, staff, students, and families. Perform other related duties as assigned.
Qualifications: High School diploma or equivalent required; Associate's Degree or higher preferred. Minimum of three years of office experience, preferably in a public school setting. Thorough knowledge of and familiarity with modern office equipment, technology, electronic systems, and software applications. Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and willingness to learn new software programs as needed. Experience with PowerSchool, School Spring, AESOP, Novatime, and/or Munis 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. Strong organizational and time management skills with the ability to prioritize, multi-task, and handle diverse tasks. Ability to understand and follow written procedures, multi-step instructions, and oral directives. Ability to work independently and as part of a team. Ability to take initiative, exercise sound judgment, and make decisions within the scope of authority. Willingness to attend professional development as directed. Ability to relate in a positive and professional manner with students, parents, staff, and members of the public. Commitment to supporting the overall mission, vision, policies, and procedures of the school. Essential Functions of the Job - Physical Demands:
Regularly required to sit; frequently required to stand, walk, talk, and hear. Frequent use of hands to finger, handle, or feel objects, tools, or controls; reaching with hands and arms; occasional climbing or balancing, and stooping. Ability to lift and/or move up to 20 pounds. Ability to adjust focus and manage multiple detailed tasks with frequent interruptions. Work Environment:
Work performed in a school office environment. Moderate noise level with frequent interruptions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.