Secretary to the Director of Student Services

Secretary to the Director of Student Services JobID: 1395 Position Type: Secretarial/Clerical/Secretary - 12-MonthsDate Posted: 9/16/2026Location: Central OfficeDate Available: 10/12/2026 Closing Date: 09/30/2026 Additional Information: Show/HideAdministrative Assistant to theDirector of Student Services Upper Freehold Regional School District Start Date: October 12, 202627 High Street-District OfficesAllentown, NJ 08501Position PurposeTo provide high-level, confidential administrative support to the Director of Student Services and manage the daily operational, financial, and compliance workflows of the Special Education and Student Services Department.Position OverviewTitle: Confidential Administrative Assistant to the Director of Student ServicesClassification: 12-Month, Affiliated UFREA Support StaffReports To: Director of Student ServicesEssential ResponsibilitiesMeeting Management & Master SchedulingCoordinate case meetings: Schedule all Child Study Team (CST), Speech, Eligibility, and Annual Review meetings at the Elementary level.Organize department sessions: Assist with setting up regular department meetings for Elementary, Middle, and High School Special Education staff.Manage administrative calendars: Track and log administrative council, key staff, board, and county director meetings.Evaluate personnel logistics: Schedule annual evaluation reviews for department secretaries and instructional assistants.Financial Operations & ProcurementManage purchase orders: Initiate, track, and process all department purchase orders and supply requests.Oversee specialized vendor software: Direct and approve all Ed Data inventory orders for district special education staff.Coordinate contract lifecycles: Facilitate board approvals for Out-of-District (OOD) placements, Community Options, and specialized consultants (PTs, Audiologists, Psychiatrists, Neurologists).Support annual budget: Research, compile, and prepare data to assist the Director in annual budget development.State, Federal, & SEMI ComplianceAdminister SEMI program: Manage the Special Education Medicaid Initiative (SEMI) workflow for 485+ students.Secure legal consent: Execute mass mailings to secure and log parental Medicaid consent forms into Ed Plan.Track time compliance: Monitor Random Moment Time Studies (RMTS) to ensure staff compliance with federal deadlines.Manage quarterly reporting: Verify staff pool lists, collaborate with the Business Administrator on quarterly financials, and check CST service logs.State Testing & Data ManagementOversee student information system: Oversee the use of IEP FrontlineUpload necessary documents to the Document Repository within FrontlineOversee the completion and distribution of progress reports at the PK-4 levelAssist with compiling the special education data for NJSleds submissions.Roster state testing: Coordinate student data entry and setup for Access and DLM testing with the Director and/or Supervisor of Special Education.Document compliance data: Manage the receipt of initial referrals to ensure legal compliance and assist with managing reevaluation schedules to adhere to all timelines outlined in N.J.A.C. 6A:14, Special Education codeSupport legal proceedings: Gather research, prepare files, and manage correspondence for lawsuits and Corrective Action Plans (CAPs). Summer Programs (ESY)Direct program logistics: Manage all correspondence, applications, and board approvals for the Extended School Year (ESY) program.Organize staff workflows: Build teacher spreadsheets and assemble instructional packets for summer staff.Process payroll documentation: Review, verify, and route all summer timesheets for Director approval.Program Logistics & Specialized EventsCoordinate student transportation: Arrange specialized busing for ESY, OOD students, Pre-K, and Life Skills trips.Support inclusive eventsSupport facilitation of SEPAG communicationAdminister software accounts: Set up and maintain district accounts for Learning Ally, Pearson, etc. Qualifications & SkillsEducation: High School Diploma required; Associate's or Bachelor's degree preferred.Experience: Minimum 35 years of experience in school district operations or special education administration.Technical Proficiency: Advanced knowledge of IEP Frontline, Genesis, Google Workspace, NJSleds, MicrosoftCore Competencies: Extreme discretion regarding confidential student records (FERPA/HIPAA), strong multitasking, and clear communication. Salary/Benefits - Salary/Benefits 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. https://www.ufrsd.net/page/employee-contracts-and-benefits.Evaluation: Performance evaluated annually in accordance with Board of Education policy.