Strategic Executive Assistant - Special Education & PPS

Executive Assistant to the Director of Pupil Personnel Services Northbridge Public Schools Northbridge Public Schools - Whitinsville, Massachusetts Open in Google Maps Starting Date: Jul 1, 2026 Job Description Actively provides secretarial and clerical support to the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities in a well-organized, compliant manner. The primary duties include the administration, supervision, and coordination of the system-wide documentation for special education ages 3-22, Section 504 compliance, Educational Stability (students experiencing homelessness and in foster care), school counseling and health programs, English Learner programs, translation services, and tutoring at the district level. Key responsibilities include assisting the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities, facilitating special education enrollments in collaboration with the enrollment clerks, accurate data entry into information databases, processing external records requests, and performing other general office duties as assigned.

PERFORMANCE RESPONSIBILITIES:

1. Receives, screens, and maintains written record of telephone calls for the Director of Pupil Personnel Services
2. Maintains schedule of appointments and an online calendar for the Director of Pupil Personnel Services;
3. Serves as the primary administrative support for all district special education processes, programs, and staff with the exception of specific tasks as assigned by the Director of Pupil Services;
4. Serves as the primary administrative support for all district Education Stability (McKinney-Vento, Foster Care) processes, with the exception of specific tasks as assigned by the Director;
5. Serves as a resource for parents and staff with respect to IEP paperwork, providing information, and clarification;
6. Collaborates with enrollment clerks to facilitate new student enrollments in special education;
7. Processes incoming records; Uploads them to the appropriate database;
8. Processes requests for records from outside School Systems/Agencies within the prescribed time period (24 hours);
9. Contacts School districts to acquire student records information for enrollment and file completion;
10. Initiates the distribution of all annual routine special education/504 notifications, memoranda, regulatory correspondence, etc.;
11. Assists in the collection and notification of outside services, including but not limited to: interpreting services, outside independent evaluation services, outside special education services and placement;
12. Prepares and maintains all out-of-district contracts;
13. Maintains all special education files for students with disabilities including but not limited to, related services files, individualized education plans (IEP), evaluation team reports; ensures that all signature pages for these documents are obtained and filed; coordinates with out-of-district programs to ensure all documents are accounted for;
14. Completes all transportation request forms necessary for in-district and out-of-district transportation for students with disabilities, homeless youth, and students in Foster Care;
15. Collaborates with the Transportation Coordinator to meet the transportation needs for students with disabilities, homeless youth, and students in Foster Care;
16. Coordinates with all providers (psychologists, related services and special education compliance departments) to receive and file reports as necessary;
17. Ensures that all students in the special education database have current information and files are complete as required by Massachusetts Department of Elementary and Secondary Education (DESE);
18. Partners with Technology Department, specifically the Information Systems Manager, to assist with data entry to ensure accuracy in state reporting requirements;
19. Assists in regular file reviews to ensure compliance including verifying the presence of documents;
20. Maintains up to date electronic and paper files in preparation for monthly audits of records;
21. Maintains and updates special education vault (withdrawn, exited students) files;
22. Maintains and updates paper records in student files to ensure that folders are in appropriate drawers for active and withdrawn students;
23. Organizes, updates, destroys, and generally maintains all student, fiscal, and general files as required by student record laws and other state regulations regarding the maintenance of special education/504 records and registers;
24. Completes and sends all required documentation, including but not limited to meeting invitations, IEPs, and progress reports, to parents, documents correspondence in the students’ eligibility folder;
25. Maintains and updates internal electronic tracking documentation to ensure accurate recordkeeping for data analysis reporting;
26. Oversees the day-to-day operations of the Special Education/Pupil Personnel Services Office;
27. Assists the Special Education Clerk, as needed, in preparing for and scheduling all IEP Initial, Annual and Re-evaluation meetings to ensure mandated timelines are met;
28. Prepares requisitions for the Director of Pupil Personnel Services for all tuitions and purchases authorized by the Office of Pupil Personnel Services;
29. Organizes, prepares, and submits all necessary components of Circuit Breaker reimbursement, including but not limited to individual price authorizations, in-district and out-of-district claims, and supplemental service claims
30. Organizes, prepares, and submits all School Choice Increment forms
31. Prepares and maintains budget reports for the Director of Pupil Personnel Services;
32. Prepares, compiles, and submits student and staff information for Medicaid Reimbursement Program;
33. Demonstrates dependability and punctuality by exercising regular attendance and promptness;
34. Demonstrates ability to research, prioritize, and organize work;
35. Maintains professional ethics and exercises self-control over actions and words with students, parents and staff members;
36. Communicates with parents tactfully and with sensitivity, recognizes and maintains confidentiality in job-related matters;
37. Participates in professional development as assigned by the Director of Pupil Personnel Services.
38. Adheres to federal, state and local policies and procedures related to the strict confidentiality of student records;
39. Adheres to all district policies and building procedures;
40. Performs all duties as assigned by the Director of Pupil Personnel Services.

WORK SCHEDULE:

Twelve (12) months. Full-time, Monday through Friday, eight (8) hours per day (8AM - 4PM); Daily hours subject to change by the Director and with advance notice of at least one calendar week. The Executive Assistant does not work holidays or snow days, unless otherwise determined with advanced notice. Participates in required professional development, when required. Attends department meetings as requested by the Director of Pupil Personnel Services.

LETTER OF APPLICATION:

A cover letter, resume, copy of college transcripts, and three letters of reference should be included Executive Assistant to the Director of Pupil Personnel Services Northbridge Public Schools Northbridge Public Schools - Whitinsville, Massachusetts Open in Google Maps Job Details Job ID: 5767443 Application Deadline: Posted until filled Posted: Jun 08, 2026 12:00 AM (UTC) Starting Date: Jul 1, 2026 Job Description Actively provides secretarial and clerical support to the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities in a well-organized, compliant manner. The primary duties include the administration, supervision, and coordination of the system-wide documentation for special education ages 3-22, Section 504 compliance, Educational Stability (students experiencing homelessness and in foster care), school counseling and health programs, English Learner programs, translation services, and tutoring at the district level. Key responsibilities include assisting the Director of Pupil Personnel Services in maintaining all special education files for students with disabilities, facilitating special education enrollments in collaboration with the enrollment clerks, accurate data entry into information databases, processing external records requests, and performing other general office duties as assigned.

PERFORMANCE RESPONSIBILITIES:

1. Receives, screens, and maintains written record of telephone calls for the Director of Pupil Personnel Services
2. Maintains schedule of appointments and an online calendar for the Director of Pupil Personnel Services;
3. Serves as the primary administrative support for all district special education processes, programs, and staff with the exception of specific tasks as assigned by the Director of Pupil Services;
4. Serves as the primary administrative support for all district Education Stability (McKinney-Vento, Foster Care) processes, with the exception of specific tasks as assigned by the Director;
5. Serves as a resource for parents and staff with respect to IEP paperwork, providing information, and clarification;
6. Collaborates with enrollment clerks to facilitate new student enrollments in special education;
7. Processes incoming records; Uploads them to the appropriate database;
8. Processes requests for records from outside School Systems/Agencies within the prescribed time period (24 hours);
9. Contacts School districts to acquire student records information for enrollment and file completion;
10. Initiates the distribution of all annual routine special education/504 notifications, memoranda, regulatory correspondence, etc.;
11. Assists in the collection and notification of outside services, including but not limited to: interpreting services, outside independent evaluation services, outside special education services and placement;
12. Prepares and maintains all out-of-district contracts;
13. Maintains all special education files for students with disabilities including but not limited to, related services files, individualized education plans (IEP), evaluation team reports; ensures that all signature pages for these documents are obtained and filed; coordinates with out-of-district programs to ensure all documents are accounted for;
14. Completes all transportation request forms necessary for in-district and out-of-district transportation for students with disabilities, homeless youth, and students in Foster Care;
15. Collaborates with the Transportation Coordinator to meet the transportation needs for students with disabilities, homeless youth, and students in Foster Care;
16. Coordinates with all providers (psychologists, related services and special education compliance departments) to receive and file reports as necessary;
17. Ensures that all students in the special education database have current information and files are complete as required by Massachusetts Department of Elementary and Secondary Education (DESE);
18. Partners with Technology Department, specifically the Information Systems Manager, to assist with data entry to ensure accuracy in state reporting requirements;
19. Assists in regular file reviews to ensure compliance including verifying the presence of documents;
20. Maintains up to date electronic and paper files in preparation for monthly audits of records;
21. Maintains and updates special education vault (withdrawn, exited students) files;
22. Maintains and updates paper records in student files to ensure that folders are in appropriate drawers for active and withdrawn students;
23. Organizes, updates, destroys, and generally maintains all student, fiscal, and general files as required by student record laws and other state regulations regarding the maintenance of special education/504 records and registers;
24. Completes and sends all required documentation, including but not limited to meeting invitations, IEPs, and progress reports, to parents, documents correspondence in the students’ eligibility folder;
25. Maintains and updates internal electronic tracking documentation to ensure accurate recordkeeping for data analysis reporting;
26. Oversees the day-to-day operations of the Special Education/Pupil Personnel Services Office;
27. Assists the Special Education Clerk, as needed, in preparing for and scheduling all IEP Initial, Annual and Re-evaluation meetings to ensure mandated timelines are met;
28. Prepares requisitions for the Director of Pupil Personnel Services for all tuitions and purchases authorized by the Office of Pupil Personnel Services;
29. Organizes, prepares, and submits all necessary components of Circuit Breaker reimbursement, including but not limited to individual price authorizations, in-district and out-of-district claims, and supplemental service claims
30. Organizes, prepares, and submits all School Choice Increment forms
31. Prepares and maintains budget reports for the Director of Pupil Personnel Services;
32. Prepares, compiles, and submits student and staff information for Medicaid Reimbursement Program;
33. Demonstrates dependability and punctuality by exercising regular attendance and promptness;
34. Demonstrates ability to research, prioritize, and organize work;
35. Maintains professional ethics and exercises self-control over actions and words with students, parents and staff members;
36. Communicates with parents tactfully and with sensitivity, recognizes and maintains confidentiality in job-related matters;
37. Participates in professional development as assigned by the Director of Pupil Personnel Services.
38. Adheres to federal, state and local policies and procedures related to the strict confidentiality of student records;
39. Adheres to all district policies and building procedures;
40. Performs all duties as assigned by the Director of Pupil Personnel Services.

WORK SCHEDULE:

Twelve (12) months. Full-time, Monday through Friday, eight (8) hours per day (8AM - 4PM); Daily hours subject to change by the Director and with advance notice of at least one calendar week. The Executive Assistant does not work holidays or snow days, unless otherwise determined with advanced notice. Participates in required professional development, when required. Attends department meetings as requested by the Director of Pupil Personnel Services.

LETTER OF APPLICATION:

A cover letter, resume, copy of college transcripts, and three letters of reference should be included Position Type: Full-time Salary: $48,000 to $58,500 Per Year Job Categories: Support Staff > Administrative Assistant Job Requirements QUALIFICATIONS: Associate’s degree or equivalent; Minimum of three years of experience as an Administrative Assistant in the field of special education preferred. Demonstrated proficiency in keyboarding skills (60 WPM), computer use, and appropriate applications, including Google Suite, MS Office, and databases; Exceptional accuracy and attention to detail. Excellent organizational skills and demonstrated ability to carry out procedures involving multiple components and people. Excellent interpersonal and customer service skills, in working with teachers, administrators, support staff, parents/community, and outside agencies. Demonstrated ability to communicate effectively, verbally and in writing. Strong ability and commitment to maintain the confidentiality of information. Flexible, timely, ability to multi-task, and comfortable working in a fast-paced environment.

ADDITIONAL REQUIREMENTS:

All public school employees are required to complete a CORI check and a national criminal background check (fingerprinting) prior to the first day of employment. Citizenship, residency, or work visa required At least 3 year(s) of relevant experience preferred. Bachelor degree preferred. Citizenship, residency or work visa required Contact Information Please do NOT contact this employer regarding job postings that have closed. Map The content you submit, offer, contribute, attach, post, or display (each a “Submission”) will be viewed by other users of the service who may or may not be accurately representing who they are or who they represent. Do not include any sensitive data in your submissions. Any submission or any use or reliance on any content or materials posted via the service or obtained by you through the use of the service is at your own risk. “Sensitive data” for purposes of this section means social security or other government-issued identification numbers, medical or health information, account security information, individual financial account information, credit/debit/gift or other payment card information, account passwords, individual credit and income information or any other sensitive personal data as defined under applicable laws. #J-18808-Ljbffr Young World Physical Education