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12-Month Child Study Team Secretary

Penns Grove Liberty Penns Grove, NJ
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CLASSIFICATION: 12-Month Secretary

TITLE: CHILD STUDY TEAM SECRETARY
QUALIFICATIONS:
  1. High School Diploma, college-level training, and/or secretarial training preferred.
  2. Demonstrates effective skills in problem-solving, communications, organization, planning, and record-keeping.
  3. Demonstrates ability to work effectively with students, staff, parents, administrators, and other stakeholders.
  4. Demonstrate strong typing skills.
  5. Must possess strong oral and written communication skills.
  6. Must be highly organized and highly accurate.
  7. Proficient with Microsoft Office, Google, and general computer skills required, and working knowledge of common office equipment and machines.
  8. Demonstrated ability to maintain confidentiality to work independently.
  9. Ability to multi-task with attention to detail.
  10. Experience working in an environment where legal requirements mandate the completion of paperwork according to established timing and format mandates.
  11. Excellent interpersonal communication and organizational skills and ability to work with a large number of people.
  12. Pass mandatory pre-employment physical, including drug screening in accordance with N.J.A.C. 6:3-4A.4
  13. Pass mandatory criminal history screening in accordance with 18A:6-7.1.
  14. Consistent attendance as defined by the New Jersey Department of Education.
  15. Such alternatives to the above qualifications as the Superintendent or Board may deem appropriate.
REPORTS TO: Director of Special Services

JOB GOALS:

Provides direct secretarial support to the Department of Special Services which includes the Director of Special Services, Child Study Team (CST), and Related Service providers. Ensures the efficient operation of the Department of Special Services and the day-to-day operations of the Child Study Team. Maintains student records and student IEP management software systems and serves as a liaison between external stakeholders and the Department of Special Services.

PERFORMANCE RESPONSIBILITIES:
    1. Serves as a member of the Department of Special Services and is responsible for adhering to New Jersey school law, Federal regulations, Board of Education policies and regulations, and contractual obligations.
    2. Accurately maintains Special Education student records.
    3. Sets appointments and serves as the initial contact for the Department of Special Services.
    4. Sends correspondence/communication information to parents regarding evaluations, meeting requests, and notices.
    5. Opens and processes all mail coming into the Director's office.
    6. Receives and routes incoming calls, messages, and correspondence.
    7. Generates student IEP progress reports as per the district's report card schedule.
    8. Serves as a point person for Child Study Team members to troubleshoot student management software systems.
    9. Maintains and monitors the accuracy of the data and assigns user rights to student management software systems for special education.
    10. Prepares all correspondence deemed necessary by the Director of Special Services.
    11. Prepares all paperwork required of the Director for out-of-district student placements and works collaboratively with the business office to facilitate billing/payment for tuition students.
    12. Processes and schedules all CST referrals for an Identification and Determination meeting within 20 calendar days.
    13. Work collaboratively with case managers to schedule IEP review/revision meetings, Re-evaluations and Annual Review meetings
    14. Runs reports from the Special Education Student Database system as requested by the Director.
    15. Supports the accuracy of special education data in SID and the NJSmart Special Education Submission and assists district staff in ensuring the accuracy of State reports including ASSA.
    16. Inputs data into the IEP management system software and monitors the evaluation and annual review process to support compliance with the NJ Special Education Code.
    17. Serves as a liaison between parents/guardians, school staff, and CST.
    18. Collaborates with the Director to establish organizational systems to efficiently and effectively manage large volumes of emails, written notices, and other documents required by law.
    19. Maintains and orders supplies for the Director, CST office, and special education staff as approved by the Director.
    20. Requests or sends CST records for special education students who enter or transfer out of the district.
    21. Processes and completes all external requests for CST student records with the approval of the Director.
    22. Maintains confidential records in accordance with federal and state law, Board policy, and the procedures of the Penns Grove-Carneys Point Regional School District board policy.
    23. Arranges conferences and meetings as requested by the Director of Special Services.
    24. Prepares requisitions and purchase orders as requested by the Director of Special Services.
    25. Fulfills Child Study Team requests as directed by the Director of Special Services.
    26. Provides thorough and timely reports, data, information, etc. as requested by the Director of Special Services.
    27. Requests and maintains attendance, progress reports, and final grades for out-of-district students.
    28. Coordinates and monitors homebound instruction for the district ensuring procurement of instructors, submission of payroll information, and maintaining accurate records of all homebound instructional services.
    29. Assists with data entry related to SEMI/Medicaid reimbursement submissions.
    30. Performs all other other duties as assigned by the Director of Special Services and/or the Superintendent.
ESSENTIAL JOB FUNCTIONS:
  1. May lift, push, or pull 20+ pounds. Must be able to use a keyboard and spend many hours looking at a computer screen. Consistent attendance is a must due to legal deadlines.


TERMS OF EMPLOYMENT: 12-Month position.

EVALUATION: The performance of this job will be evaluated annually in accordance with state law and the provisions of the Board's policy on the evaluation of non-certified staff by the Director of Special Services.

SALARY: As per the SEA collective bargaining agreement















Date Posted July 08, 2025
Located In Penns Grove, NJ
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Penns Grove Liberty