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. 

• 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.  
  

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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. 

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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

Benefits of working at the Franklin County Board of Developmental Disabilities:

• Tuition reimbursement
• On-site fitness
• Generous health care package (health, vision, dental, & life insurance)
• Childcare Assistance
• 14% employer contribution towards retirement plan (www.opers.com or www.strsoh.org)
• Deferred compensation options (www.ccao457empower-retirement.com & www.ohio457.org)
• Paid holidays
• Excellent leave policies (sick, vacation, and personal days)