Administrative Specialist

Administrative Specialist Department Of Special Education

POSITION SUMMARY

The Administrative Specialist is responsible for providing comprehensive day-to-day administrative support to ensure the efficient operation of assigned departments and schools. This role focuses on maintaining effective systems and processes, assisting with planning and organization, and providing high-quality customer service to students, families, and staff. The Administrative Specialist serves as a primary point of contact, ensuring that stakeholders have the necessary information for a successful experience within the district. Success in this role requires strong attention to detail, adaptability, and collaborative communication skills to ensure the office runs smoothly and effectively. This commitment aligns with Framingham Public Schools' high expectations for achievement, equal access to quality instruction, academic proficiency for all students, and closing the achievement gap among subgroups within the schools.

OUR MISSION

Framingham Public Schools (FPS) is committed to excellence for all students and to creating a workforce that reflects our community's rich racial, linguistic, and cultural diversity. Guided by our mission to empower free-thinking, responsible citizens, we value inclusion, equity, and cultural responsiveness in all we do. FPS strives to provide a safe and welcoming environment where every student and staff member can thrive. We actively seek educators and staff who are committed to antiracism, social justice, and civic engagement. We strongly encourage applications from individuals with disabilities and from members of historically underrepresented groups.

ABOUT FRAMINGHAM

Framingham, Massachusetts, is a vibrant and diverse suburban community located 20 miles west of Boston, serving as a major hub in the MetroWest area. It successfully blends urban convenience with the comfort of New England neighborhoods, characterized by cultural diversity and a strong community spirit.

A key asset is the Framingham Public School system, which is committed to equity, inclusion, and student success across its nine elementary schools, three middle schools, and Framingham High School. The district is recognized for its dual language programs, comprehensive special education services, and dedication to serving a diverse student population, preparing all learners for college and careers.

Framingham is also home to Framingham State University and offers abundant outdoor opportunities, including Cushing Memorial Park and Callahan State Park. With its blend of educational resources, accessibility, and dynamic community life, Framingham is a welcoming place to live and grow.

TRAINING AND EXPERIENCE

Framingham Public Schools seeks candidates whose background, teaching, or service has prepared them to contribute to our commitment to diversity, inclusion, and belonging in all aspects of education.

• Educational Requirement: A Bachelor's Degree from an accredited college or university preferred.
• Professional Experience: Previous experience in office management, administrative support, or program coordination preferred.
• Language Proficiency: Bilingual proficiency in Spanish and/or Portuguese is strongly preferred.

SKILLS AND ABILITY

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and abilities required:

1. Communication: Strong oral and written communication skills; ability to present information clearly and respond effectively to questions from district staff, school administrators, special education administration, and the broader community.
2. Analytical Problem Solving: Sound reasoning and problem-solving skills to evaluate district-wide information, define problems, collect data, establish facts, draw valid conclusions, and recommend appropriate policies, procedures, or courses of action.
3. Relationship Building & Collaboration: Ability to establish and maintain positive, effective cross-departmental working relationships with school leaders, district staff, community partners, and vendors.
4. Cultural Proficiency: Demonstrated cultural proficiency and competence in fostering an equitable and inclusive district environment for all staff, students, and families.
5. Reliability, Professionalism & Composure: Maintain regular, predictable, and punctual attendance to ensure consistent district operations. Exhibit professionalism and composure in responding to unpredictable or high-stakes situations, maintaining a proactive and solution-focused approach.
6. Organization & Time Management: Strong organizational and project-management skills to work independently, prioritize district-level initiatives, and manage multiple complex projects simultaneously.
7. Data Usage: Ability to use district data to help with planning, resource management, and improving office processes.
8. Technology Proficiency: Proficiency in using technology and enterprise software; ability to operate a computer and utilize systems relevant to district operations (e.g., Google Workspace, Student Information Systems).
9. Compliance & Confidentiality: Commitment to performing all duties in compliance with state and federal laws, Framingham Public Schools policies, and collective bargaining agreements. Ability to maintain strict confidentiality of sensitive personnel, legal, and student information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions or duties listed below are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

I. Communication and Meeting Coordination

• Assist in managing department inquiries by responding to routine questions and coordinating with staff to ensure all messages receive professional follow-up.
• Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
• Attend meetings to take notes and keep track of important information.
• Assist in keeping the department's website and online resources current with up-to-date information and helpful links for families.

II- Office Administration and Compliance

• Process and maintain all incoming and outgoing special education paperwork, including referral packets, evaluations, IEPs, and meeting notices.
• Ensure all documents are uploaded, stored, and organized in the student information system.
• Track timelines and due dates for evaluations, IEPs, re-evaluations, and annual reviews to support compliance.
• Prepare, format, and distribute N1 forms, IEPs, progress reports, and meeting invitations.
• Assist with audit preparation and documentation requests from DESE or legal counsel.

Other reasonable duties as assigned by the Director of Special Education.

PHYSICAL WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mobility, Navigation & Travel: Must move about and traverse throughout the central office building. Requires the ability to travel to and navigate effectively throughout various school buildings and district grounds for meetings, site visits, or emergency responses.
2. Stationary Tasks: Often remains in a stationary position for considerable periods of time for administrative tasks, virtual/in-person meetings, reporting, and extensive data entry.
3. Sensory Requirements: Must be able to see and hear continuously to participate in meetings, monitor district operations, and ensure safety when visiting active school environments.
4. Communication: Must communicate effectively and clearly with district personnel, school staff, and the public in person, via email, and on the telephone or video conference.
5. Manual Dexterity & Technology: Frequent use of hands to finger, handle, or feel. Must be able to operate a computer, input digital/printed data, and use other office productivity machinery continuously throughout the day.
6. General Physical Strength: Expected to lift and carry up to 20 lbs (e.g., laptops, presentation materials, files, or office supplies) between the central office and school sites.
7. Working Environment: Works primarily in a professional office setting with moderate noise levels, but must be able to adapt to dynamic, higher-noise school environments during site visits and observations.
8. Interaction & Focus: Must interact routinely with diverse stakeholders, meet multiple high-level demands simultaneously, and maintain focus on complex tasks amid frequent interruptions.

REPORTS TO

• Director of Special Education (or designee)
• The performance of this job will be evaluated as per the Framingham Teacher Association Secretaries (Unit S) Contract.

FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION

• This position is classified as Non-Exempt (Hourly).

TERMS OF EMPLOYMENT