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Serves as the primary confidential administrative and operational support to the Director for Pupil Personnel Services and functions as Office Manager for a high-volume PPS department serving seven school buildings. This position requires exceptional independence, discretion, and the ability to manage complex administrative, financial, and compliance-related responsibilities with minimal supervision in a fast-paced, high-pressure environment.
Job Responsibility:
Independently manage daily operations and workflow of the PPS Office
Provide advanced administrative and confidential support to the Director for Pupil Personnel Services
Maintain detailed financial, compliance, personnel, and operational records
Track and monitor strict State and federal Special Education timelines and requirements
Work closely with the District Office and Business Department on purchasing, budgets, grants, and claims
Assists with oversight of Special Education compliance, including documentation subject to State, federal, Medicaid, and State Aid reporting
Manage purchasing and financial tracking for Special Education services across all buildings
Serve as the primary point of contact for Special Education-related inquiries districtwide
Coordinate administrative components of the Special Education summer program
Maintain proficiency in multiple software systems, including advanced spreadsheet and shared document platforms
Interact regularly with administrators, service providers, and legal counsel
Serve as lead secretary within the PPS Office
train and support clerical staff
Requirements:
Strong knowledge of modern office practices and procedures
Working knowledge of New York State Special Education regulations and compliance requirements
High level of proficiency in word processing, spreadsheets, and database software
Ability to manage multiple priorities independently in a high-pressure environment
Excellent organizational, communication, and interpersonal skills
Demonstrated ability to maintain confidentiality and exercise sound judgment
Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s degree in secretarial science or a closely related field and one (1) year of clerical experience which involved the operation of a computer for word-processing, database or spreadsheet applications
OR, Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience as defined in (a)
What we offer:
$1.10 differential
Family-friendly hours (M-F, 7.5 hours per day)
Earn vacation accruals throughout the year
Excellent health/dental/vision benefits are available