Administrative Assistant to the Director of Instructional Support

Administrative Assistant to the Director of Special Services 

Department: Instructional Support / Special Services
Reports To: Director of Instructional Support/Special Services
FLSA Status: Non-Exempt
Position Type: Full-Time

Job Goal/Primary Purpose:

To assist the Director of Instructional Support/Special Services and department administration with tasks necessary for the efficient operation of the Special Services Department, including coordination of compliance activities, state reporting, student services, data management, budget support, and communication between schools, families, outside agencies, and community partners.

Qualifications:

• High School Diploma required; Associate's Degree preferred.
• Administrative Assistant Certificate and/or equivalent administrative experience preferred.
• Prior experience in special education, school administration, or office management preferred.
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and manage sensitive student information.
• Proficiency with office technology, databases, and student information systems.
• Experience with or ability to learn PowerSchool, Adori/Acuity, Synergy, NEO, and state reporting systems.
• Ability to work collaboratively with administrators, staff, families, and outside agencies.
• Current State of Maine Criminal History Records Check approval.

Essential Functions:

1. Administrative & Departmental Support

Responsibilities may include, but are not limited to:

• Serves as administrative liaison to the Director of Instructional Support/Special Services.
• Provides support liaison services to Instructional Support and Student Evaluation/Compliance teams.
• Transcribes correspondence, notices, reports, meeting notes, and department communications.
• Receives, prioritizes, and routes incoming phone calls, emails, and correspondence.
• Processes incoming mail and distributes interoffice communications.
• Maintains confidentiality in all aspects of job performance.
• Coordinates IEP meetings for department administrators and assists with scheduling related meetings.
• Processes special education referrals, including incoming parent and school referrals, and tracks referral timelines.
• Coordinates annual and triennial meetings and paperwork for out-of-district students.
• Assists with contracts and service agreements for providers and agencies.
• Maintains special education staff charts, program information, and departmental organizational records.
• Serves as backup support to the Special Services Secretary at Central Office.
• Provides backup support to the Central Office front office, including answering phones, greeting visitors, distributing mail, and assisting the public as needed.
• Performs other duties as assigned by the Director of Instructional Support/Special Services.

2. Student Services, Compliance & State Reporting

• Coordinates Extended School Year (ESY) services, scheduling, communication, and related programming support.
• Maintains accurate student caseloads, enrollment data, and related records.
• Oversees Synergy enrollments and student data entry related to special education services.
• Serves as department contact person for Adori/Acuity and PowerSchool support.
• Supports NEO data entry and reporting requirements.
• Completes and supports required state reporting, including but not limited to:
  • October 1 Special Education Child Count
  • EFS05 Part I & II
  • EFS07 Tuition & Board Report
  • EFS214 High Cost Out-of-District Report
  • Alternate Assessment Reporting
  • Special Education Exit Reporting
  • Local Entitlement application support
  • End-of-year state reporting requirements
• Maintains and tracks departmental compliance data and timelines.
• Records restraint and seclusion incident reports and completes required monthly reporting.
• Supports Safety Care coordination, including training scheduling and staff certification tracking.
• Assists with maintaining required Medicaid/MaineCare documentation and records.

3. Budget & Financial Support

• Assists the Director with department budgeting and ADS tracking.
• Processes invoices, purchase orders, requisitions, reimbursements, tuition billing, and expense tracking.
• Assists with conferences, workshops, contracts, and related financial documentation.
• Maintains accurate financial and purchasing records for the department.

4. Interagency & School Collaboration

• Serves as administrative liaison between Thornton Academy and the Saco School Department Special Services Office regarding scheduling, reporting, compliance tracking, and communication.
• Works collaboratively with district administrators, special education staff, service providers, families, and outside agencies.

• Assists in supporting efficient communication and coordination across district special education programs and services.

   

Terms of Employment: Salary, benefits, and work year to be determined by the Superintendent in accordance with applicable agreements and district policies.

Evaluation: Performance will be evaluated annually by the Director of Instructional Support/Special Services.

Note: This job description reflects the general requirements necessary to describe the primary functions and responsibilities of the position and shall not be interpreted as a detailed description of all work requirements that may be inherent in the position.

Equal Opportunity: Saco School Department is committed to promoting diversity, multiculturalism and inclusion.  We encourage qualified applicants of any race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic makeup, disability, ages or veteran status.