Special Education Clerk

Northbridge Public Schools; Northbridge (MA); On-site; USD 26,000 - 34,000; Full time

Job summary

Northbridge Public Schools in Whitinsville, MA is seeking a Special Education Clerk to provide essential secretarial and clerical support to the Director of Pupil Personnel Services and coordinators. The role involves maintaining special education files, assisting with enrollments, data entry, and processing records requests, with a focus on compliance and confidentiality.

The position supports IEP processes, conducts monthly audits, and collaborates with multiple departments to ensure timely

Qualifications

• Associate’s degree or equivalent; minimum of three years of experience in a human resources/administrative assistant position, preferably in the field of special education.
• Experience maintaining special education records and compliance with DESE/IEP processes is desirable.
• Strong organizational and data-entry skills with attention to detail.

Responsibilities

• Maintains all special education files for students with disabilities including organizing and securing documents.
• Coordinates with coordinators for missing documents and with providers to file reports.
• Ensures student records are complete and up to date for audits and reporting.
• Communicates with parents tactfully while maintaining confidentiality.
• Prepares and schedules IEP meetings and related administrative tasks.

Skills

Typing 60 WPM

Office software proficiency

Communication skills

Confidentiality focus

Education

Associate’s degree or equivalent

Tools

Google Suite

MS Office

Job description

Northbridge Public Schools Northbridge Public Schools - Whitinsville, Massachusetts Open in Google Maps

Special Education Clerk

Northbridge Public Schools Northbridge Public Schools - Whitinsville, Massachusetts Open in Google Maps

Job Details

Job ID: 5915700

Application Deadline: Posted until filled

Posted: Sep 04, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

Qualifications: Associate’s degree or equivalent; minimum of three years of experience in a human resources/administrative assistant position, preferably in the field of special education

Job Summary: Actively provides secretarial and clerical support to Director of Pupil Personnel Services, Early Childhood Coordinator, Special Education Coordinator, and Team Chairperson(s) in maintaining all special education files for students with disabilities in a well-organized, compliant manner. The position also performs related activities including facilitating special education enrollments by working cooperatively with the enrollment clerks, performing data entry into appropriate information databases, processing external records requests, and performing other general office duties as assigned.

Knowledge

• 1. Establish and maintain effective and harmonious working relationships with students, their families, colleagues and supervisors
• 2. Ability to exercise mature judgment and a high degree of tact and diplomacy in responding to and resolving issues and problems in a highly professional manner in a calm, reassuring, and sensitive manner.
• 3. Demonstrated proficiency in keyboarding skills (60 WPM), computer use, and appropriate applications, including Google Suite, MS Office, and other databases.
• 4. Excellent knowledge of office practices, procedures, and equipment.
• 5. Demonstrated ability to communicate effectively, verbally and in writing.
• 6. Strong ability and commitment to maintain the confidentiality of information.
• 7. Exceptional accuracy and attention to detail.
• 8. Excellent interpersonal and customer service skills, in working with teachers, administrators, support staff, parents/community, and outside agencies.
• 9. Flexible, timely, ability to multi-task, and comfortable working in a fast-paced environment.

Performance Responsibilities

• 1. Maintains all special education files for students with disabilities including but not limited to organization of files, related services files, individualized education programs (IEP), evaluation team reports; Ensures that all signature pages for these documents are obtained and filed;
• 2. Coordinates with the Early Childhood Coordinator, Special Education Coordinator, and Team Chairperson(s) for missing documents;
• 3. Coordinates with all providers (psychologists, related services and special education compliance departments) to receive and file reports as necessary
• 4. Ensures that all students in the special education database have current information and files are complete as required by Massachusetts Department of Elementary and Secondary Education (DESE);
• 5. Assists in regular file reviews to ensure compliance including verifying the presence of documents;
• 6. Communicates with parents tactfully and with sensitivity, recognizes and maintains confidentiality in job-related matters;
• 7. Maintains up to date electronic and paper files in preparation for monthly audits of records;
• 8. Maintains and updates paper records in student files to ensure that folders are in appropriate drawers for active and withdrawn students;
• 9. Completes and sends all required documentation, including but not limited to meeting invitations, IEPs, and progress reports, to parents, documents correspondence in the students’ eligibility folder;
• 10. Maintains and updates internal electronic tracking documentation to ensure accurate recordkeeping for data analysis reporting;
• 11. Assists the Early Childhood Coordinator, Special Education Coordinator, and Team Chairperson(s) in preparing for and scheduling all IEP Initial, Annual and Re-evaluation meetings;
• 12. Demonstrates dependability and punctuality by exercising regular attendance and promptness.
• 13. Maintains professional ethics and exercises self-control over actions and words with students, parents and staff members.
• 14. Adheres to federal, state and local policies and procedures related to the strict confidentiality of student records.
• 15. Adheres to all district policies and building procedures
• 16. Performs all duties as assigned by the supervising staff person and/or administrators.

Evaluation: The Special Education Clerk shall be annually evaluated by the Directed of Pupil Personnel Services based on the knowledge and performance responsibilities detailed in the job description.

Work Schedule: School year plus 20 days (200 days); Monday through Friday, eight (8) hours per day
All school calendar days, as determined by the Northbridge Public Schools School Committee and Superintendent of Schools. Participates in required professional development. Attends department meetings as requested by the Director of Pupil Personnel Services

Salary & Benefits: To be negotiated, based on experience, between the candidate and the Superintendent of Schools.

Position Type: Full-time

Salary: $19 to $25 Per Hour

Support Staff > Administrative Assistant

Support Staff > Secretary

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• George Ghitelman Spier
• 87 Linwood Avenue
• Whitinsville, Massachusetts 01588
• Phone: [phone]
• Email: [e-mail]