Special Services Secretary - PreK-3

ServingSchools; Saco (ME); On-site; USD 27,000 - 42,000; Full time

Job summary

Servingschools in Saco, ME is seeking a Special Services Secretary to provide clerical and administrative support to the Special Services Department, with a primary focus on students in PreK-3. The role emphasizes accurate recordkeeping, scheduling, communication, and coordination of required documentation to ensure compliance with special education procedures and timelines.

You will collaborate with administrators, IEP Coordinators, educators, service providers, and families to support services

Qualifications

• High school diploma or equivalent required.
• Prior clerical or office experience preferred, particularly in a school setting.
• Experience with special education procedures, documentation, and student information systems preferred.
• Proficiency with Google Workspace, Microsoft Office, and standard office software.
• Strong organizational, communication, and interpersonal skills; ability to maintain confidentiality.

Responsibilities

• Prepare, copy, organize, and distribute special education documents.
• Maintain accurate and confidential student files, records, and documentation.
• Answer calls, respond to inquiries, and assist families, staff, and external agencies as appropriate.
• Coordinate communication between the Special Services Department, staff, families, and partners.
• Assist with scheduling IEP meetings, evaluations, and other special education activities.
• Prepare and distribute meeting invitations, notices, and documents as directed.
• Maintain and update student information within district systems and special education software.
• Monitor and track IEP and evaluation timelines and deadlines.
• Assist with transferring records for students entering or leaving the district.
• Provide administrative support to IEP Coordinators, including meeting prep and follow-up.

Skills

Organizational skills

Communication

Interpersonal skills

Confidentiality

Education

High school diploma

Tools

Google Workspace

Microsoft Office

Job description

Position Purpose

Under the direct supervision of the Director of Special Services or designee, the Special Services Secretary provides clerical and administrative support to the Special Services Department, with a primary focus on students in PreK-3. This position supports the efficient operation of special education services through accurate recordkeeping, scheduling, communication, and coordination of required documentation. The Special Services Secretary works collaboratively with administrators, IEP Coordinators, educators, related service providers, and families to support compliance with special education procedures and timelines.

Position Purpose

Special Services Secretary ? PreK-3

Under the direct supervision of the Director of Special Services or designee, the Special Services Secretary provides clerical and administrative support to the Special Services Department, with a primary focus on students in PreK-3. This position supports the efficient operation of special education services through accurate recordkeeping, scheduling, communication, and coordination of required documentation. The Special Services Secretary works collaboratively with administrators, IEP Coordinators, educators, related service providers, and families to support compliance with special education procedures and timelines.

Essential Functions

• Assists with preparing, copying, organizing, and distributing correspondence, reports, forms, and special education documents.
• Maintains accurate and confidential student files, records, and documentation in electronic and physical formats.
• Answers telephone calls, responds to inquiries, and provides information and assistance to families, staff, and outside agencies as appropriate.
• Coordinates communication and correspondence between the Special Services Department, school staff, families, and community partners.
• Assists with scheduling IEP meetings, evaluations, eligibility meetings, and other special education-related activities.
• Prepares and distributes meeting invitations, Written Notices, IEP documents, evaluation materials, and other required special education paperwork as directed.
• Maintains and updates student information within district student information systems and special education management software.
• Assists with tracking and monitoring IEP, evaluation, eligibility, and other special education timelines and deadlines.
• Coordinates the receipt, organization, and transfer of special education records for students entering, leaving, or transferring within the district.
• Provides administrative support to IEP Coordinators, including meeting scheduling, preparation of materials, communication with participants, and follow‑up documentation.
• Assists with maintaining documentation related to special education referrals, evaluations, annual reviews, and reevaluations.
• Supports administrative processes related to student transportation, including maintaining and distributing transportation forms and communicating updates to appropriate personnel.
• Assists with data collection, record reconciliation, and preparation of departmental reports as requested.
• Maintains organized filing systems and ensures documentation is accessible to authorized personnel.
• Assists with ordering, organizing, and maintaining office supplies and materials.
• Collaborates with other Special Services administrative staff to maintain consistent procedures and provide departmental support as needed.
• Maintains strict confidentiality regarding student, family, staff, and district information in accordance with applicable laws and district policies.
• Supports the daily operations of the Special Services Department and assists with other clerical and administrative responsibilities as needed.

Additional Duties

• Performs other related duties as assigned by the Director of Special Services or designee.

Qualifications

• High School Diploma or equivalent required.
• Prior clerical or office experience preferred, particularly in a school or educational setting.
• Experience with special education procedures, documentation, and student information systems preferred.
• Proficiency with computers, Google Workspace, Microsoft Office, and standard office software applications.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated attention to detail and ability to maintain accurate records.
• Ability to manage multiple responsibilities, prioritize tasks, and meet established deadlines.
• Ability to maintain confidentiality and exercise discretion when handling sensitive student and family information.
• Ability to establish and maintain effective working relationships with students, staff, families, and community members.
• Ability to work independently, follow written and verbal instructions, and collaborate effectively with others.

Working Conditions

• Work is performed primarily in a school and office environment.
• Requires frequent use of computers, telephones, and standard office equipment.
• May require travel between district buildings to support Special Services operations.
• Requires the ability to manage multiple priorities and respond to time-sensitive requests in a busy educational environment.

Equal Opportunity

Saco School Department is committed to promoting diversity, multiculturalism and inclusion. We encourage qualified applicants regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.

Hourly range: $19.25-$30.50

FLSA Status

Non-exempt