Special Education Secretary - Early Childhood

1. IEP Coordination & Scheduling (30%) Coordinate scheduling of Individualized Education Program (IEP) meetings, IEP amendment meetings, and kindergarten transition meetings. Model the Franklin County Board of Developmental Disabilities' mission, vision, and organizational values in all interactions with children, families, colleagues, community partners, and school districts.

1. IEP Coordination & Scheduling (30%) Coordinate scheduling of Individualized Education Program (IEP) meetings, IEP amendment meetings, and kindergarten transition meetings. Contact parents, team members, and school districts to schedule meetings. Complete required parent participation documentation in SameGoal. Arrange interpreters as needed, including creating purchase orders. Create Zoom meeting links, schedule substitutes, and maintain shared calendars. Send meeting reminders, Procedural Safeguards, Jon Peterson Scholarship information, and meeting invitations to families. Ensure parent signatures are obtained prior to meeting dates. 2. Compliance & Special Education Records Management (25%) Monitor IEP timelines and support compliance reviews to ensure documentation is completed in accordance with federal, state, and local regulations. Maintain accurate and compliant student records in SameGoal. Upload IEPs, Evaluation Team Reports (ETRs), and related documentation. Complete required forms and ensure all student identifiers, including Local IDs and SSIDs, are accurate. Distribute progress notes to school districts through SameGoal or secure email in accordance with reporting timelines. Update disability codes in Brittco following new evaluations. Maintain accurate student records and support ongoing compliance monitoring. 3. Data Management, Reporting & Analysis (20%) Develop and maintain Excel-based tracking tools and databases. Analyze data trends to support program planning, compliance, and decision-making. Interpret progress report data to monitor student growth. Assist with management of Child Outcomes Summary (COS) data. Generate reports from SameGoal to monitor deadlines and compliance requirements. Assist with the development and submission of the Preschool Special Education State Report. Support continuous improvement through accurate data collection and analysis. 4. Placement & District Coordination (15%) Serve as the primary point of contact for school districts regarding preschool special education documentation. Coordinate the administrative components of the preschool placement process. Maintain placement databases, classroom openings, and waitlists. Prepare placement materials and coordinate placement meetings. Update student rosters and enrollment systems. Communicate routine placement information to school districts and families. Complete post-placement documentation. Collaborate with the Special Education Coordinator, who retains responsibility for educational programming, Least Restrictive Environment (LRE), and placement decisions. 5. Administrative Support & Organizational Functions (5%) Record and distribute accurate meeting minutes for special education meetings and professional development. Maintain professional resource libraries to ensure staff have access to current materials. Provide administrative, scheduling, and organizational support to the Special Education Coordinator. Maintain accurate databases and ensure data integrity. Demonstrate proficiency with Microsoft Office applications, including advanced Excel functions and data management systems. Model the Franklin County Board of Developmental Disabilities' mission, vision, and organizational values in all interactions with children, families, colleagues, community partners, and school districts. Actively collaborate with colleagues to identify solutions, resolve challenges, support continuous improvement, and promote high-quality services for children and families. 6. Other Duties as Assigned (5%) Perform other duties as assigned to support the efficiency, effectiveness, and continuous improvement of Preschool Special Education services. Demonstrate professionalism, flexibility, accountability, and a commitment to continuous learning while responding to evolving program and organizational needs. Required Qualifications High school diploma or equivalent required Prior experience in an educational setting, office administration, or special education support role strongly preferred Demonstrated experience handling confidential information in compliance with FERPA & HIPAA guidelines Strong organizational and time-management skills with the ability to manage multiple deadlines simultaneously Required Skills & Competencies Communication & Collaboration Strong written and verbal communication skills Ability to communicate professionally with families, school districts, and multidisciplinary teams Customer-service mindset when supporting families and staff Organization & Scheduling High-level ability to coordinate complex schedules across multiple stakeholders Attention to detail to ensure compliance timelines, documentation, and meeting logistics are accurate Ability to prioritize tasks in a fast-paced, deadline-driven environment Technology & Data Management Proficiency in Microsoft Office (especially Excel, Outlook, and Teams) Ability to create and manage spreadsheets, including intermediate formulas and data tracking tools Experience with databases or willingness to learn systems such as SameGoal and Brittco Ability to maintain accurate digital records and manage document uploads Compliance & Confidentiality Basic understanding of special education processes (IEPs, ETRs) or willingness to learn Ability to follow detailed procedures and ensure compliance with federal, state, and local regulations (e.g., IDEA timelines) Strong attention to confidentiality and data security practices Problem-Solving & Initiative Ability to identify issues, analyze data, and support solutions Self-starter who can work independently while also collaborating with a team Flexibility to adapt to changing priorities and needs Preferred (But Not Required) Experience in special education or early childhood programs Familiarity with IEP processes and timelines Experience scheduling meetings with multiple agencies or districts Experience with data tracking, reporting, or compliance monitoring