What are the responsibilities and job description for the Special Education Administrative Assistant position at Greater Lawrence Technical School?
Provide administrative and clerical support to the Special Education Department in compliance with state, federal, and local Special Education laws and regulations.
Essential Functions:
The essential functions or duties listed below are intended as an illustration of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the role.
General Duties (including but not limited to):
*Answer phones, relay messages, schedule appointments, and coordinate daily office operations.
*Communicate with the public using discretion and professionalism; respond to inquiries when possible or direct individuals to the appropriate staff member.
*Prepare a variety of written materials, including letters, memos, bulletins, requisitions, reports, contracts, newsletters, presentations, and statistical data from rough drafts or oral instructions.
*Order and maintain inventory of office and department supplies.
Maintain special education student files and ensure data entry and retrieval are accurate and timely.
Special Education Department Responsibilities:
*Support and manage the clerical functions of the Special Education Department across all grades, ensuring accuracy, confidentiality, and compliance with deadlines.
*Schedule all IEP meetings involving parents, staff, and service providers.
*Issue consents and distribute completed IEPs to parents/guardians via email or US mail, as requested.
*Assist with scheduling intake meetings for incoming students and retrieving relevant IEPs/testing documents from sending districts.
*Track and monitor all IEP paperwork to ensure compliance with timelines and regulations.
*Maintain detailed spreadsheets of special education expenses; reconcile monthly with the department budget.
*Process and monitor purchase orders; oversee purchasing for the department.
*Maintain accurate SIMS Special Education codes for October, March, and June reporting cycles.
*Act as liaison between the Special Education Department and: Greater Lawrence Technical School (GLTS) Business Office
GLTS DESE SIMS Coordinator
*Manage incoming/outgoing mail (US and interoffice).
*Maintain, archive, or securely destroy student records in accordance with DESE regulations.
Oversee Medicaid billing processes: verify student eligibility, obtain parental authorizations, distribute eligible student lists to service providers, track therapy documentation, and maintain related records.
*Ensure all special education data systems (e.g., Frontline) are kept up-to-date for approximately 300 students.
*Assist the Director of Special Education with Indicator Data submissions, Tiered Focus Monitoring reports, and other state-required reporting.
*Perform other duties as assigned by the Director of Special Education.
Salary : $57,979 - $81,687
