Executive Administrative Assistant

JOB SUMMARY The Executive Administrative Assistant is the main support for the Special Education and ELL Department and is responsible for performing the necessary duties to ensure the successful planning and implementation of the Department objectives. The Assistant directly supports the Director of Special Education, the Learning Specialists for each grade level, and the ELL teacher as well as related service providers. Duties include maintaining all special education and ELL files in keeping with federal and state guidelines; supporting and communicating with parents/guardians, students, district contacts, and outside providers; following procedures and protocols; scheduling meetings in accordance with state guidelines; and supporting administration and staff as needed. This role includes indirect support and assistance to other student services. The Executive Administrative Assistant also provides high-level administrative support for the Principal and Assistant Principal throughout the school year. MAJOR DUTIES AND RESPONSIBILITIES (may include, but not limited to the following) • Perform routine clerical duties associated with IEP and ELL files for new students including Frontline data entry, and preparing IEP folders as well as clerical duties associated with maintaining student records for Special Education and ELL students; • Prepare and track all forms and notices pertaining to Special Education processes; • Assist with ensuring compliance with Medicaid Reimbursement procedures; • Assure all needed paperwork/forms are gathered and ready for IEP meetings; • Distribute team evaluations and reports to schools, parents/guardians, agencies, and the Sizer files as directed by the Director; • Schedule appointments and meetings and maintain Special Education Department calendar; • Track state-mandated timelines pertaining to Special Education processes; • Compose and edit correspondence, memoranda, and forms required by the Director; • Create custom mailings and announcements as needed by the Department; • Track, order, and complete requisitions as needed by the Department; • Transfer records and files in and out of Sizer for incoming and outgoing students; • Organize, plan, and track specialized transportation and work with District liaison for in-district transportation needs; • Assist in organizing and planning ESY summer services; • Prepare records and other reports for state monitoring, including the Tiered Focus Monitoring and Charter School Renewal; • Provide administrative support for the Principal and Assistant Principal to include providing back-up for calls to Student Services; • Assist in collecting, compiling, computing and verifying school-wide data; • Manage Advisory Days and track student/family attendance at these Days. • Utilize Rediker management system to access staff and student data; • In collaboration with the Principal and Assistant Principal, maintain information within the state-level data management system; • Prepare and distribute confidential and sensitive documents and correspondence to parents, administrators, state agencies and educational systems; • Create, update, and provide reports and forms to administrators, administrative assistants and other staff members; • Assist with set-up for school-wide testing days and event planning; • Assist with the hiring process for staff and teaching positions; • Provide coverage for the Front Office Administrative Assistant as needed; • Model appropriate behavior and display professional conduct at all times; • Maintain privacy regarding confidential and sensitive information and documents; and • Other duties as assigned. SIZER’S MISSION Sizer is a public school where students are known personally, challenged intellectually, and participate actively. Guided by its commitment to diversity and inclusiveness, the school seeks to send graduates into the world who THINK for themselves, CARE about others, and ACT creatively and responsibly.