Office Manager - Special Education

Office Manager - Pupil Services Department

District Office

Full-Time - 12-month position

8 hours per day/260 days per year

2025-2026 Salary $23.40 

Available on or about June 30, 2025

POSITION SUMMARY: Provide confidential secretarial and administrative support services to the Director of Pupil Services and the Supervisors of Special Education, utilizing discretion, initiative, and excellent technical knowledge to perform administrative and executive support tasks. Must be able to work independently. 

QUALIFICATIONS: To successfully perform this position, a person must be able to perform each primary duty satisfactorily.  The qualifications listed below represent minimum levels of educational achievement, training, skill, and/or ability necessary.

1. High school diploma or equivalent, with training in business office management, secretarial science, or related field and five years of increasingly responsible experience
2. Advanced proficiency in Microsoft Office Suite, Google Workspace, and email
3. Excellent communication and interpersonal skills, including the ability to handle difficult interactions with professionalism and empathy 
4. Knowledge of public sector administration principles 
5. Proficient in professional office practices 
6. Strong written and verbal communication skills, including excellent grammar, spelling, and punctuation 
7. Proficient in operating standard office equipment and software
8. Personal qualities: tactful, patient, and courteous
9. Must complete and maintain compliance with all federal and state background and criminal record check requirements 
10. Candidate must adhere to all local, state, federal, and school code requirements for employment. 

RESPONSIBILITIES: Employee must have the ability to perform the following responsibilities on a timely basis with or without reasonable accommodations.  

1. Provide clerical support to the Director of Pupil Services and Supervisors of Special Education
2. Manage purchasing for the Pupil Services department (Learning Support, Autistic Support, Emotional Support, Life Skills Support, Multiple Disabilities Support, Nurses, Speech, Psychologists, BCBAs)
3. Review and process expenses for the department from various service providers 
4. Track inventory of student devices, classroom materials, and curriculum with potential for redistribution, selling, or donating
5. Manage and monitor annual mandatory training for special education staff using an online system 
6. Manage and coordinate Homebound paperwork, tutor pay, and expenses
7. Extended School Year (ESY) – purchase materials, and submit payroll for ESY staff
8. Manage the Pupil Services budget, working with the Director of Pupil Services and the business office to formulate financial needs, maintain fiscal responsibility, and provide regular reports
9. Act 16, IDEA/Contingency Funds - provide accurate records to assist in reporting to state and federal entities
10. Process settlement payments accurately and efficiently, ensuring compliance with legal requirements and the District budget
11. Prepare professional correspondence to parents and agencies and communicate effectively with individuals and businesses via phone and email
12. Maintain files for accurate and quick responses to requests for information
13. Provide excellent service to internal staff, external vendors, and agencies to maintain positive relationships with the Pupil Services Department
14. Assist with organization, setup, and coordination of training for professional and support staff throughout the year. 
15. Assist with U-PRISE planning, meeting setup, and handling related expenses. 
16. Assist supervisor with the management and coordination of the UCF Virtual Academy 
17. Regular and consistent attendance.
18. Other duties as assigned. 

This position description does not express or imply that these are the only duties to be performed by the incumbent(s) in this position.  Employee(s) will be required to complete other job-related duties requested by the supervisor.

WORK SCHEDULE:  12-month position, 260 days per year, 8 hours per day. 

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Dexterity for handling objects, tools, or controls.
• Effective communication through talking and hearing.
• The ability to sit, stand, walk, and move.
• Specific vision abilities (close, color, and focus adjustment).
• The ability to lift up to 25 pounds.

Clearances required for employment:

Pennsylvania Child Abuse History Clearance (Act 151)

Pennsylvania State Criminal Record Check (Act 34)

Federal Criminal History Record Check (Act 114)

Act 168 Sexual Misconduct/Abuse Disclosure Release:  Unionville-Chadds Ford School District uses an online process for submission and processing of required Act 168 forms. Candidates will receive information as necessary during the selection process.

The Unionville-Chadds Ford School District is an equal-opportunity employment, educational and service organization.

Salary : $23