Clerical Assistant to the Child Study Team

Child Study Team; West Deptford Township (NJ); On-site; USD 53,000 - 56,000; Full time

Job summary

Child Study Team in West Deptford Township, NJ is seeking a Clerical Assistant to support the Office of Special Education and Related Services. This full-time position starts immediately and handles front-desk reception, mail distribution, file maintenance, and basic records management.

Responsibilities include coordinating testing schedules, updating Frontline with new referrals, preparing letters and IEP-related forms, organizing meeting calendars, maintaining confidential student files, and

Qualifications

• Citizenship, residency or work visa required.

Responsibilities

• Acts as receptionist to all office visitors.
• Directs phone inquiries to Child Study Team members.
• Posts U.S. mail. Distributes U.S. mail and inter-school mail to Child Study Team staff.
• Handles returned mail, contacts homeless liaison, contacts parents.
• Orders, inventories, and distributes supplies.
• Responds to inquiries of school personnel regarding Child Study Team procedures.
• Types and copies letters, memos, forms, etc. for the Director of Special Education and Related Services.
• Completes special projects as assigned by the Director of Special Education and Related Services.
• Maintain confidential files of all children referred for evaluation or consultation and of all classified students.
• Assists in maintaining the spreadsheet of students to be evaluated. Distribute testing assignments to evaluators; maintain and update testing chart.
• Merges reports from Child Study Team evaluators; reviews, copies, and sends home to parents.
• Copy and mail eval plan to parents.
• Maintain files in student folders.
• Maintains inactive files.
• Make copies of IEP’s, forms, letters, etc.
• Make copies and send records of students who have moved from West Deptford to their new school district.
• Assist in entering all new referrals and update information pertaining to students in Frontline.
• Assist in archiving and launching IEPs annually in Frontline.
• Helps to maintain confidential files of all children referred for evaluation and of all classified students.
• Maintains monthly calendar of meetings, including eligibility conferences, evaluation and reevaluation planning meetings, transfer meetings and IEP review meetings.
• Types and sends letters, including the Parental Rights in Special Education (PRISE) booklet, to parent(s)/guardian(s) of each student who is scheduled for a meeting. Also notifies the appropriate building principal, teachers, guidance counselor, and any other staff involved in the student’s education of the meeting by memo.
• Assist in making phone calls and sending records of students who have moved from West Deptford to other school districts.
• Receive, log, copy, and mail Speech reports, Occupational Therapy and Physical Therapy reports.
• Collect and maintain Related Service Provider logs of services.
• Design, type, maintain, and update Child Study Team forms.
• Receive new transfer students’ records, disseminate, and enter in Frontline.
• Maintain suspension information in files and in the district log. Ensure all required suspension forms are included when submitted.
• Maintain petty cash and submit Purchase Orders for same.
• Assist in generating Purchase Orders for Child Study Team and Special Education teachers for supplies, workshop registrations, and home instruction vouchers.
• Assist in managing contracts for Out of District students and related services.
• Assist in generating Purchase Orders for Out of District tuition contracts and related services.
• Assist in maintaining Out of District billing for students and related services on Purchase Orders.
• Assist in handling all billing questions for Out of District Schools and Related Service Providers.
• Assist in reviewing and generating the budget for the year in conjunction with the Director of Special Education and Related Services.
• Enter Out of District tuition rates into the budget.
• Takes preschool intake information from parents.
• Request SIDs numbers for new preschool referrals.
• Prepare and update Outside Provider list for Board Approval.
• Schedules all outside evaluations by specialists recommended and consented to, including psychiatrists, neurologists, audiologists, and ophthalmologists, and provide them with background information. Coordinate with case manager to get updated information from teachers needed for evaluations.
• Prepare and mail records of special education students to possible out-of-district placements, physicians, and other agencies making requests, after maintaining parental consent.
• Makes copies of IEPs, reports, and any other necessary forms to distribute to parents and appropriate staff.
• Prepare and send out special education progress reports 3-4 times per year. Copy and file progress reports in student files at the end of the school year.
• Assist in compiling class lists from IEPs for all special education students.
• Assist in Preparing class lists for related service personnel.
• Assist in compiling lists of special education students and placements for building principals and assistant principals.
• Assist in processing all new referrals for Speech and 504s.
• Prepare and organize all Speech and 504 Annual Review materials.
• Generate Annual Review Schedule calendars.
• Prepare and organize all Annual Review materials.
• Prepare and send all Annual Review notices to parents and teachers. Reschedule appointments, when necessary, and then notify all school personnel, parents, and students involved.
• Maintains NJSMART data.
• Maintains Out of District attendance report for NJSMART submission.

Job description

Clerical Assistant to the Child Study Team

Job ID: 5933866

Application Deadline: Oct 02, 2026 11:59 PM (Eastern Standard Time)

Posted: Sep 21, 2026 4:00 AM (UTC)

Starting Date: Immediately

Job Description

1. Acts as receptionist to all office visitors.
2. Directs phone inquiries to Child Study Team members.
3. Posts U.S. mail. Distributes U.S. mail and inter-school mail to Child Study Team staff.
4. Handles returned mail, contacts homeless liaison, contacts parents.
5. Orders, inventories, and distributes supplies.
6. Responds to inquiries of school personnel regarding Child Study Team procedures.
7. Types and copies letters, memos, forms, etc. for the Director of Special Education and Related Services.
8. Completes special projects as assigned by the Director of Special Education and Related Services.
9. Maintain confidential files of all children referred for evaluation or consultation and of all classified students.
10. Assists in maintaining the spreadsheet of students to be evaluated. Distribute testing assignments to evaluators; maintain and update testing chart.
11. Merges reports from Child Study Team evaluators; reviews, copies, and sends home to parents.
12. Copy and mail eval plan to parents.
13. Maintain files in student folders.
14. Maintains inactive files.
15. Make copies of IEP’s, forms, letters, etc.
16. Make copies and send records of students who have moved from West Deptford to their new school district.
17. Assist in entering all new referrals and update information pertaining to students in Frontline.
18. Assist in archiving and launching IEPs annually in Frontline.
19. Helps to maintain confidential files of all children referred for evaluation and of all classified students.
20. Maintains monthly calendar of meetings, including eligibility conferences, evaluation and reevaluation planning meetings, transfer meetings and IEP review meetings.
21. Types and sends letters, including the Parental Rights in Special Education (PRISE) booklet, to parent(s)/guardian(s) of each student who is scheduled for a meeting. Also notifies the appropriate building principal, teachers, guidance counselor, and any other staff involved in the student’s education of the meeting by memo.
22. Assist in making phone calls and sending records of students who have moved from West Deptford to other school districts.
23. Receive, log, copy, and mail Speech reports, Occupational Therapy and Physical Therapy reports.
24. Collect and maintain Related Service Provider logs of services.
25. Design, type, maintain, and update Child Study Team forms.
26. Receive new transfer students’ records, disseminate, and enter in Frontline.
27. Maintain suspension information in files and in the district log. Ensure all required suspension forms are included when submitted.
28. Maintain petty cash and submit Purchase Orders for same.
29. Assist in generating Purchase Orders for Child Study Team and Special Education teachers for supplies, workshop registrations, and home instruction vouchers.
30. Assist in managing contracts for Out of District students and related services.
31. Assist in generating Purchase Orders for Out of District tuition contracts and related services.
32. Assist in maintaining Out of District billing for students and related services on Purchase Orders.
33. Assist in handling all billing questions for Out of District Schools and Related Service Providers.
34. Assist in reviewing and generating the budget for the year in conjunction with the Director of Special Education and Related Services.
35. Enter Out of District tuition rates into the budget.
36. Takes preschool intake information from parents.
37. Request SIDs numbers for new preschool referrals.
38. Prepare and update Outside Provider list for Board Approval.
39. Schedules all outside evaluations by specialists recommended and consented to, including psychiatrists, neurologists, audiologists, and ophthalmologists, and provide them with background information. Coordinate with case manager to get updated information from teachers needed for evaluations.
40. Prepare and mail records of special education students to possible out-of-district placements, physicians, and other agencies making requests, after maintaining parental consent.
41. Makes copies of IEPs, reports, and any other necessary forms to distribute to parents and appropriate staff.
42. Prepare and send out special education progress reports 3-4 times per year. Copy and file progress reports in student files at the end of the school year.
43. Assist in compiling class lists from IEPs for all special education students.
44. Assist in Preparing class lists for related service personnel.
45. Assist in compiling lists of special education students and placements for building principals and assistant principals.
46. Assist in processing all new referrals for Speech and 504s.
47. Prepare and organize all Speech and 504 Annual Review materials.
48. Generate Annual Review Schedule calendars.
49. Prepare and organize all Annual Review materials.
50. Prepare and send all Annual Review notices to parents and teachers. Reschedule appointments, when necessary, and then notify all school personnel, parents, and students involved.
51. Maintains NJSMART data.
52. Maintains Out of District attendance report for NJSMART submission.

Position Type: Full-Time

Salary: $52,740 to $56,000 Per Year

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Dr. Stephanie Logan , Director of Special Education and Special Services
• Central Office
• Email: [e-mail]