Administrative Specialist

About the role

The Administrative Specialist is responsible for providing comprehensive day-to-day administrative support to ensure the efficient operation of assigned departments and schools. This role focuses on maintaining effective systems and processes, assisting with planning and organization, and providing high-quality customer service to students, families, and staff.

Responsibilities

• Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
• Attend meetings to take notes and keep track of important information.
• Affirmatively assist in managing department inquiries by responding to routine questions and coordinating with staff to ensure all messages receive professional follow-up.
• Assist in keeping the department’s website and online resources current with up-to-date information and helpful links for families.
• Process and maintain all incoming and outgoing special education paperwork, including referral packets, evaluations, IEPs, and meeting notices.
• Ensure all documents are uploaded, stored, and organized in the student information system.
• Track timelines and due dates for evaluations, IEPs, re-evaluations, and annual reviews to support compliance.
• Prepare, format, and distribute N1 forms, IEPs, progress reports, and meeting invitations.
• Affirmatively assist with audit preparation and documentation requests from DESE or legal counsel.
• Other reasonable duties as assigned by the Director of Special Education.

Requirements

• A Bachelor’s Degree from an accredited college or university preferred.
• Previous experience in office management, administrative support, or program coordination preferred.
• Bilingual proficiency in Spanish and/or Portuguese is strongly preferred.

Skills and Abilities

• Strong oral and written communication skills; ability to present information clearly and respond effectively to questions from district staff, school administrators, special education administration, and the broader community.
• Sound reasoning and problem-solving skills to evaluate district-wide information, define problems, collect data, establish facts, draw valid conclusions, and recommend appropriate policies, procedures, or courses of action.
• Ability to establish and maintain positive, effective cross-departmental working relationships with school leaders, district staff, community partners, and vendors.
• Demonstrated cultural proficiency and competence in fostering an equitable and inclusive district environment for all staff, students, and families.
• Maintain regular, predictable, and punctual attendance to ensure consistent district operations. Exhibit professionalism and composure in responding to unpredictable or high-stakes situations, maintaining a proactive and solution-focused approach.
• Strong organizational and project-management skills to work independently, prioritize district-level initiatives, and manage multiple complex projects simultaneously.
• Ability to use district data to help with planning, resource management, and improving office processes.
• Proficiency in using technology and enterprise software; ability to operate a computer and utilize systems relevant to district operations (e.g., Google Workspace, Student Information Systems).
• Commitment to performing all duties in compliance with state and federal laws, Framingham Public Schools policies, and collective bargaining agreements. Ability to maintain strict confidentiality of sensitive personnel, legal, and student information.

Benefits

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Pay

Covered under Framingham Teacher Association Secretaries (Unit S) Contract. Work Year: 260 days (Twelve Months)

Schedule

Not specified