Secretary B-Executive Director of Special Education (Reposted 1/30/2026)

Special Education Office Assistant

Minimum Qualifications: High School Graduate or equivalent. Knowledge of and ability to demonstrate basic business-related skills. Computer literate with ability to successfully work with all District operating systems, including but not limited to various Microsoft applications such as Word, Excel, and Publisher. Ability to organize and prioritize tasks in order to effectively work within a timeline. Clerical experience beyond minimum required. Ability to perform duties requiring strictest confidentiality. Excellent communication skills and ability to work cooperatively with other personnel. Willing to cross-train with other positions.

Additional Preferred Qualifications: Bachelor Degree, Associate degree or academic hours completed beyond high school Experience gained in any unit of the school system.

Duties: Work under the direction of the Executive Director of Special Education and/or designee(s). Assist the Executive Director of Special Education and/or designee(s) in developing and maintaining an exact accounting system which includes monies funded through office. Regularly monitor budget line items and balance with Treasurer's Office bi-monthly. Assist with making modifications and revisions when needed to keep accounts up-to-date, correcting any negative balances, and maintaining all balances with guidelines of state approval. Assist Executive Director of Special Education Office in monitoring and preparing filing for Excess and Catastrophic Cost reimbursement in coordination with the Treasurer's Office. Work closely with Treasurer's Office by being online with their Department to have account balances and purchase order information at all times. Responsible for assisting with final expenditure reporting to the State Department. Assist Executive Director of Special Education and/or designees in developing and maintaining an efficient purchase order system, entering into the system all orders, including purchase orders for Special Education funds/budgets. Research items to be invoiced and be responsible for payment of services. Assist with verifying completion of purchase orders, including public and non-public schools funded through office. Assist Executive Director of Special Education and/or designee in developing and maintaining an inventory system of materials, software licenses, etc. purchased with any/all department funds. Prepare Board agenda items for budgets, contracts and personnel recommendations. Assist the Office of Human Resources with building assignments, location and proper payroll coding for all educational aides affiliated with the Office of Special Education. Schedule and coordinate all students with disabilities riding Community Bus Services "CBS". Create, provide, update and maintain spreadsheet for CBS with addresses, phone numbers, disability, school, grade and any other requested information. Be responsible for all changes of address, pick-up and drop-off, deletions and additions. Review and compare lists and any invoicing frequently to insure billing is correct. Develop and maintain a standard filing system which will make it possible to produce needed information for organizing data for federal and state applications, final reports, and evaluations in an efficient manner. Assist with all Extended School Year (ESY) programs affiliated with the department. Assist department with all program staffing. Update all forms and applications. Work to schedule student transportation. Assist Lead Teachers with ordering supplies and field trips. Maintain student enrollment and attendance lists with addresses for transportation, P.O.'s etc. Oversee the day-to-day clerical operations of the department. Supervise the collection of and supply proper coding and recording of all department payroll sheets, including CSB, Fairhaven educational aides, and itinerant teachers. Prepare all contract employees payroll (certificated and classified), including non-public funded personnel, and submit to the Treasurer's Office in a timely manner. Ensure that all supplemental payroll sheets are properly coded and can be identified with Board action that agrees with the description on the payroll sheet. Oversee the maintenance of confidential student records including Ed-CIMS. Assist with preparation and distribution of materials needed for daily operation of the Special Education Department, as well as State/District testing, building forms, in-services, workshops, professional development, summer programs, and projects, as instructed. Responsible for handling messages and contacts made to the Office of Special Education in the absence of the Executive Director. Keep appropriate information and data on personnel funded through the department. Daily "code" entries and reconciliation of staff absences in the online absence reporting system, making data changes, additions/corrections to staff profiles, as appropriate. Assist with issues for subs including setting up long-term subs, permanent subs and general sub issues in the online absence reporting system that may exist. Oversee online programs used by the Special Education Department (unique, NZY). Field Trips: Work with the schools and Transportation Department to facilitate field trips as requested by the teachers and approved by their Campus Leaders. Assist teachers with the required field trip paperwork (Request Forms, Trip Sheets, and PO's). Enter and process all purchase orders and correspondence for grants funded through both offices. Be responsible for auditing proper coding on purchase orders from non-public schools. Work with the school nursing providing agency for services and scheduling. Maintain the nursing budget including PO's and billing. Coordinate with other departments to maintain contract with American Red Cross for District. In the absence of the Administrative Assistant of State and Federal Programs, prepare Board agenda items and other reports for budget, contracts, and personnel recommendations to be approved. Assist with District mailings as requested. Abide by the rules, regulations, policies, and procedures of the Warren City School District Board of Education. Perform other relevant duties as assigned by the Superintendent, Associate Superintendent, Executive Director of Special Education or any Executive Director or Supervisor of the Department of Teaching and Learning and/or designee.