Special Education Clerk

Special Education Department Clerk

Location: School Building / District Offices

Reports To: Director of Special Education, Director of Governance, and Building Principal

Subordinates: None

Position Type: Full-Time, 10 months

Salary: 26,920 - 43,576

The Special Education Clerk is responsible for providing secretarial and clerical support for the Special Education department at the school level. This position assists the Director of Pupil Services, Director of School Governance, Building Principals, 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 in cooperation with enrollment clerks, performing data entry into state and district databases, processing external records requests, and performing general office duties.

This job description outlines the core duties and responsibilities for the position. It is not meant to be an exhaustive list of all tasks that may be required in this role. The ideal candidate should be flexible and adaptable in meeting the evolving needs of the District.

Key Responsibilities:

• Maintain all paper and electronic special education files for students with disabilities, including Individualized Education Programs (IEPs), Evaluation Team Reports (ETRs), and related services records.
• Ensure all files and documentation strictly comply with Massachusetts Department of Elementary and Secondary Education (DESE) regulations and timelines (e.g., 603 CMR 28.00).
• Coordinate with special education teachers, psychologists, and related service providers to gather missing documents, obtain signature pages, and file reports promptly.
• Assist Team Chairperson(s) in scheduling and preparing for IEP Initial, Annual Review, and Re-evaluation meetings in accordance with DESE mandate timelines.
• Complete and issue required special education documentation to parents/guardians (e.g., meeting invitations, IEPs, progress reports, and Written Prior Notices) and maintain internal tracking logs.
• Work alongside enrollment clerks to facilitate new student enrollments, process incoming special education records, and upload files into appropriate district and DESE-compliant databases.
• Contact external school districts to request incoming student records and process outgoing record requests from outside school systems/agencies within prescribed timeframes (24 hours).
• Maintain up-to-date electronic and paper files in preparation for monthly administrative reviews and DESE Tiered Focused Monitoring (TFM) audits.
• Organize active and withdrawn student folders in compliance with DESE state record retention schedules.
• Communicate tactfully with parents, staff, and outside agencies while maintaining strict confidentiality regarding student information.
• Provide general office support and perform other duties as assigned by supervising administrators.

Qualifications:

• High school diploma or equivalent required; Associate's Degree or higher in Administration, Education, or a related field preferred.
• Minimum of three (3) years of experience as an Administrative Assistant preferred.
• High level of proficiency in Google Suite, Microsoft Office Suite, and student information/special education databases.
• Working knowledge of DESE Special Education Regulations (603 CMR 28.00) and state reporting expectations preferred.
• Detail-oriented, organized, and efficient with exceptional accuracy in record-keeping.
• Excellent interpersonal, customer service, and communication skills (verbal and written) for working with parents, staff, and external agencies.
• Ability to work effectively both independently and in a team environment.
• Demonstrated ability to multi-task, prioritize, and adapt in a fast-paced environment.

Additional Requirements:

• Background check and fingerprinting as required by Massachusetts state regulations.
• Ability to work independently and as part of a team.
• Completion of any required training or certifications as mandated by the district.

Important Note:

Applicants who are hired for this position and are found to have provided falsified or inaccurate information during the application process are subject to disciplinary action, up to and including termination of employment.

Compensation and Benefits:

10-Month, Full-Time Salary Position with compensation relevant to experience. AKFCS also provides a comprehensive benefits package which includes the following:

• Medical/Dental/Vision
• Life Insurance
• 403(b) & ROTH403(b) with Match
• Stipend for Professional/Personal Development
• Dash Pass (DoorDash)
• YMCA Discounts
• Comprehensive Private Leave of Absence Program (PFML)
• Sick Time with Sick Bank
• Personal and Vacation Days
• Health Reimbursement Arrangement (HRA) & Flexible Spending Account (FSA)

Abby Kelley Foster Public Charter School is an affirmative action employer, ensuring that its programs and facilities are accessible to the public. We do not discriminate on the basis of age, race, gender, religion, disability, gender identity, sex, pregnancy or pregnancy-related medical conditions, national origin, homelessness, marital status, sexual orientation, or any other status or class protected by state or federal law.

Abby Kelley Foster Charter Public School Mission

The mission of the Abby Kelley Foster Charter Public School is to assist families in their role as primary educators of their students by providing a liberal arts education representative of diverse works and global perspectives and aimed at academic excellence, musical competence, and character formation.