Coordinator of Office Support for Exceptional Children and MTSS

Coordinator of Office Support for Exceptional Children and MTSS

Nature of Work

Under general supervision of the Director of MTSS and Exceptional Children, this position performs a wide variety of clerical, secretarial, administrative, and data management duties supporting the Exceptional Children (EC), MTSS, and other related Departments. The role provides comprehensive administrative support, including critical data management, compliance, and operational assistance.

Work involves frequent interaction with district staff, administrators, service providers, families, outside agencies, and the general public. Responsibilities require independent judgment, adherence to confidentiality requirements, and compliance with district, state, and federal regulations. The employee works within established policies and procedures while managing multiple priorities across two departments.

Duties and Responsibilities:

Exceptional Children (EC) / Special Education Data Management & Compliance

• Maintain and update special education student records in district and state data systems, including IEP management software, student information systems (SIS), and compliance databases.
• Serve as a liaison between EC case managers, testing personnel, and related service providers.
• Collaborate with the EC Compliance Specialist to generate, review, and submit required federal, state, and district special education reports.
• Support case managers and service providers in correcting data inconsistencies or missing documentation.
• Upload IEP documents, meeting minutes, and signatures into appropriate systems following meetings.
• Track progress monitoring data and ensure required reports are collected each reporting period.
• Assist with preparation for audits, monitoring visits, and compliance reviews.
• Manage invoices for contracted EC service providers.
• Coordinate Medicaid doctor’s orders and ensure related service providers complete required plans of care.

Administrative & Departmental Support

• Serve as the main point of contact for the EC/Special Education office, responding to phone calls, emails, and parent inquiries.
• Maintain department calendars, staff schedules, and service provider itineraries.
• Order, track, and distribute special education materials, testing kits, and supplies.
• Organize and maintain digital and physical filing systems for efficient record retrieval.
• Support communication with families, including distributing notices, translations, and follow-up information.
• Liaise between special education staff, general education teachers, district departments, and outside agencies.
• Assist with student services and school nutrition administrative duties.
• Track and monitor special education expenditures to ensure alignment with approved budgets and assist with budget reconciliation and reporting.

Technology, Confidentiality & Professional Standards

• Provide basic troubleshooting and user support for special education data and other related platforms.
• Maintain strict confidentiality of student and employee records in compliance with FERPA, IDEA, and district policies.
• Follow all district policies, procedures, and timelines in the performance of duties.
• Support a positive, inclusive, and collaborative work environment across all departments.
• Perform other duties as assigned by supervisors.

Preferred Skills/Knowledge

• Working knowledge of Exceptional Children Accountability Tracking System (ECATS).
• Experience using Infinite Campus student information system.
• Knowledge of the Individuals with Disabilities Education Act (IDEA) and its requirements.
• Familiarity with North Carolina Policies Governing Services for Children with Disabilities.
• Understanding of the Office of Special Education Programs (OSEP) State Performance Plan/Annual Performance Report (SPP/APR) Indicators, including the 17 federal indicators used to monitor special education compliance and outcomes.
• Knowledge of North Carolina Pre-K and Head Start programs, including eligibility, enrollment, and collaboration with early childhood partners.
• Ability to maintain confidentiality and accurately manage student records in accordance with applicable federal and state regulations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or Google Suite and the ability to learn additional education data management systems.