Job Description

IRVINGTON PUBLIC SCHOOLS

SPECIAL SERVICES COORDINATOR

Department: Special Services / Special Education

Reports To: Superintendent of Operations

Supervises: Assigned Secretarial and Administrative Support Staff

Classification: Non-Certificated Administrative Position

Terms: As Established by the Board of Education

Position Summary

The Special Services Coordinator oversees and coordinates daily administrative operations of the Special Services Department. The Coordinator provides direction to assigned secretarial staff, oversees administrative scheduling for Child Study Team caseloads, monitors departmental timelines and documentation, and supports consistent implementation of procedures. The position works closely with district administrators, Child Study Teams, related service providers, and external partners to support efficient, confidential, and responsive services.

Minimum Qualifications

1. At least fifteen (15) years of employment with Irvington Public Schools.
2. At least ten (10) years of experience in a Special Services or Special Education Department.
3. Extensive knowledge of district policies, procedures, administrative operations, and departmental practices.
4. Administrative or supervisory experience in special education preferred.
5. Experience supporting Child Study Teams, related service providers, and staff training in an educational setting preferred.
6. Training or demonstrated knowledge of IDEA/IDEIA and applicable New Jersey Administrative Code provisions, including N.J.A.C. 6A:14, preferred.
7. Experience coordinating administrative functions, schedules, records, and departmental workflows.
8. Experience guiding secretarial staff and coordinating administrative assignments.
9. Familiarity with Child Study Team scheduling, special education documentation, student information systems, and administrative compliance processes.
10. Proficiency in Microsoft Office, Google Workspace, and district administrative systems.
11. Demonstrated professionalism, dependability, sound judgment, and discretion with confidential information.

Required Knowledge, Skills, and Abilities

1. Knowledge of administrative requirements associated with IDEA funds and implementation of applicable N.J.A.C. provisions.
2. Ability to assist in establishing and maintaining Special Services policies and procedures that support departmental compliance.
3. Strong understanding of special education laws, regulations, and school-based information systems.
4. Ability to lead teams, coordinate projects, solve problems, and communicate effectively.
5. Strong organizational, analytical, supervisory, and interpersonal skills.
6. Ability to manage competing priorities while maintaining service quality, confidentiality, and accountability.
7. Commitment to student support, equity, innovation, and continuous improvement.
8. Ability to collaborate with administrators, teachers, support staff, students, vendors, families, and community partners.
9. Ability to coordinate CST scheduling, monitor timelines, prepare reports, and recognize matters requiring referral to credentialed staff.

Essential Duties and Responsibilities

A. Secretarial Staff Oversight

1. Oversee daily administrative work of assigned Special Services secretaries and support staff.
2. Distribute assignments, monitor completion and accuracy, and coordinate staff schedules and coverage.
3. Provide guidance, onboarding support, and training on departmental procedures.
4. Identify workflow or performance concerns and communicate recommendations to the Director.

B. Child Study Team Caseload Scheduling

1. Oversee administrative scheduling for Child Study Team caseloads, evaluations, meetings, and annual reviews.
2. Coordinate scheduling with school psychologists, social workers, learning disabilities teacher-consultants, and other appropriate personnel.
3. Maintain centralized scheduling and caseload tracking systems; monitor deadlines and potential backlogs.
4. Resolve routine scheduling conflicts, coordinate adjustments, and report concerns to departmental leadership.
5. Ensure secretarial scheduling assignments are completed accurately and promptly.

C. Departmental Operations and Compliance Support

1. Coordinate daily administrative operations, departmental projects, meetings, and staff training logistics.
2. Assist with developing, implementing, and maintaining administrative policies and procedures.
3. Support administrative tracking and documentation relating to IDEA-funded programs and applicable special education requirements.
4. Monitor records, reports, and deadlines; assist with audit and monitoring documentation.
5. Recommend improvements to departmental workflows and maintain confidentiality of student and personnel information.

D. Communication and Partnerships

1. Serve as an administrative liaison among the Director, Child Study Teams, related service providers, secretaries, school administrators, and district departments.
2. Serve as the primary liaison between Special Services and external partners, service providers, and collaborating agencies, facilitating communication, coordinating administrative aspects of services, and aligning activities with departmental procedures and priorities.
3. Coordinate departmental correspondence and routine administrative inquiries; refer professional or educational decisions to authorized staff.
4. Provide regular updates to the Director regarding scheduling, staffing workflows, and operational concerns.
5. Perform other related duties as assigned by the Director or designee.

Supervision and Limits of Authority

The Coordinator provides delegated administrative oversight of assigned support personnel and CST scheduling processes under the Director of Special Services. The position does not independently determine eligibility, placement, IEP content, professional caseload assignments, or perform functions requiring professional certification. Formal evaluations, discipline, and decisions reserved to authorized administrators remain with those officials.

Performance Evaluation

Performance will be evaluated annually by the Director of Special Services or designee, based on administrative efficiency, staff coordination, scheduling accuracy, timely reporting, confidentiality, communication, and professionalism.