Special Services Secretary
Anticipated start date May 28, 2024
Candidates must possess or be eligible for Maine Department of Education Criminal History Record Check (CHRC)
Performance Responsibilities:
1. Maintains confidentiality of all special education business.
2. Completes purchase orders for the Director and special education staff, orders, receives and distributes requested materials and maintains inventory of special equipment and items purchased through federal funds. Inputs Proposed Budget Amounts in accounting program (Infinite Visions)
3. Receives invoices, reviews for accuracy, contacts vendors for corrections, processes invoices, creates Purchase Orders and submits invoices for the Special Education Department through the district’s payment software program.
4. Prepares monthly billing - SAC - tuition special education services (ie: Resource Room Services, Self-Contained Services, 1:1 Ed Tech, and State Agency Client).
5. Assists with scheduling IEP team meetings, 504 meetings, and ESL meetings for all Hermon School Department schools at the discretion of the Director.
6. Answers the telephone, responds to emails, takes detailed messages, and processes the daily mail for the special education office.
7. Maintains Student information and manage caseloads in GemCare, case management software. Tracks and checks timelines for paperwork weekly.
8. Assists the Data Specialist and Director of Special Services by monitoring special education rosters, referrals, caseloads, student and department data and triennial records for Special Education and prepares December 1 Child and Special Education Exit Report.
9. Maintains a calendar of events, an annual schedule of regular meeting agendas, and coordinates appointments for the Director of Special Services.
10. Assists Case Managers and the Director of Special Services with the scheduling and coordination of meeting and services for students placed or referred to out of district placements such as residential and special purpose programs.
11. Forwards phone/email/website messages from parents/providers/staff to Director if beyond the scope of scheduling/coordinating IEP/504 meetings/evaluations.
12. Copies Director on all outgoing email to staff, administration, outside providers, and parents.
13. Generates and processes, mail/email and file all special education paperwork, 504 paperwork, and ELL paperwork.
14. Prepares and mails contracts for outside providers. Maintains file of signed contracts and documents.
15. Maintains and updates google docs/schedules for related service providers-speech, occupational therapy, physical therapy, counseling schedules, evaluations. Maintains Google doc CDS incoming K, out of district placements, SAC.
16. Coordinates evaluations with case managers and providers (evaluators) and assists with monitoring timelines. Provides copies of needed paperwork for evaluators.
17. Tracks and requests updated license and insurance certificates from contracted providers upon expiration.
18. Maintains record of audiological equipment inventory. Sends equipment for yearly servicing and repairs. Purchases new equipment.
19. Distributes audiological equipment inventory at the beginning of each school year.
20. Assists with maintaining records of referrals, child find, and evaluations.
21. Assists with scheduling CDS transition meetings.
22. Works with ELL Coordinator to receive/return WIDA testing Supplies.
23. Maintains record of staff training and roster of attendees.
24. Receives special Education documents from districts and uploads into GemCare; Contacts sending districts for missing documents.
25. Compiles, copies, and distributes CDS record packets to appropriate staff members.
26. Performs any other duties as determined necessary by the Director of Special Services.
Salary and work year to be established by the Hermon School Committee.
Candidates should apply by submitting a Support Staff application Attn: Superintendent Grant and email to jody.white@schools.hermon.net. Applications can also be mailed to:
Superintendent Micah Grant
31 Billings Road
Hermon, ME 04401
The position will remain open until a qualified candidate is found.
EOE/AA