CST Secretary

Child Study Team Secretary - 10-Month Position

Position is shared between (2) locations, Allentown High School and Stone Bridge Middle School.

Reports To: Director of Student Services

Job Summary: Provides comprehensive administrative support to the Child Study Team (CST), Case Managers, and the Special Education Director/Supervisor. This role ensures regulatory compliance, efficient data management, timely communication with parents and staff, and smooth daily operations for both Middle School (MS) and High School (HS) special education programs.

Key Responsibilities:

• Progress Reports & Documentation Management
• Coordinate Progress Reports: Manage the preparation, notification, and distribution of special education progress reports quarterly (4x/year) for Middle School and semi-annually (2x/year) for High School.
• Record Retention: File the final progress report of the school year in each student's official classification file under the "Miscellaneous" section.
• Digital Archiving: Scan and upload all required special education documentation into the Frontline repository (including signed meeting attendance sheets, consent forms, medical records, and outside private evaluations).
• File Creation & Maintenance: Create physical and digital files for all newly enrolled and transferring special education students. Perform daily filing, copying, and scanning as requested by Case Managers.
• Meeting Coordination & Communication
• Case Management Correspondence: Prepare and distribute official case management letters to families at the start of each school year.
• CST & Speech Meetings: Draft and distribute all letters, evaluations, and reminders to parents and staff for Initial Referrals, Reevaluation Meetings, Annual Reviews, and Transfer Meetings.
• Meeting Confirmation: Conduct proactive phone calls and emails to confirm scheduled meetings with parents and teachers.
• Referral Processing & Evaluation Support
• Intake & Routing: Receive and process student referrals from I&RS, parents, and Early Intervention; immediately alert the designated Case Manager and Director/Supervisor to initiate the process.
• Report Distribution: Collect, track, and distribute incoming evaluations and reports from school psychologists, LDTCs, OTs, PTs, and Speech therapists to parents.
• Outside Evaluations: Coordinate and process requests for external evaluations as directed by Case Managers and approved by the Director.
• Program-Specific Operations
• Extended School Year (ESY): Mail all ESY program letters and track student attendance, enrollment, and specialized transportation/bussing needs.
• Extraordinary Aide Tracking: Prepare, process, and deliver all necessary documentation for Extraordinary Aide funding to the Business Administrator (BA).
• Office Operations: Manage and process all supply orders and inventory requests for the Child Study Team and Speech departments.
• School-Level Specifications
• High School (HS) Only: Maintain regular contact with Career Centers and Vocational Schools to ensure they receive updated IEPs for attending students.
• Middle School (MS) Only: Coordinate the Monmouth County Career Center Trial process. Disseminate application packets, collect completed forms, and submit them to the Career Center with IEPs and recent evaluations. Coordinate and communicate student bussing details with Transportation and families.

Salary - Salary for this position shall be in accordance with the current agreed upon collective bargaining agreement. All collective bargaining agreements are available on the District website.