Special Education Administrative Assistant (Prime Time, White Plains)


FSW’s Prime Time Therapeutic Preschool is a special education program for preschoolers in Westchester and Putnam Counties that offers a comprehensive range of individualized educational programming and therapeutic services.

The Special Education Administrative Assistant (SEAA) for Prime-Time Therapeutic Preschool (PTTP)will support and assist with the daily activities and operations of the Program. As a first encounter staff member for parents and referral sources, the SEAA will represent PTTP with a high degree of professionalism and caring for the needs of students, families, staff and the community. The SEAA will communicate a welcoming and helpful demeanor at all times whether in-person, by phone, video-chat or email.

Under the supervision of the Director of Special Education Programs, the SEAA will provide administrative support by assisting the Special Education Director, Special Education Supervisor/IEP-Coordinator, and Related Services Supervisors in fulfilling their job duties. The individual will be based out of, and provide technical and administrative support from, the PTTP’s NYSED Administrative office for FSW located at its North Street, White Plains, NY Site; with remote and in-person assistance (as needed) specifically related to the support of new referrals, services, and/or enrolled special education students at CFAA and Rochambeau sites. This individual will act as administrative liaison between school districts across the Lower Hudson Valley Region and PTTP to ensure referrals are processed and outcomes are recorded and relayed back to their respective districts. In collaboration with PTTP clinical and educational staff the SEAA will maintain the scheduling and support of tours/site visits for parents/students, community partners, district, county and state personnel. The SEAA will also assist with team, assessment and annual review scheduling.

This SEAA will be responsible to maintain staff and training files and will be responsible for securing and managing all documentation/data files related to student enrollment, service modifications, transportation, health, safety and progress. The SEAA will provide support to HR in onboarding new staff by collecting documentation and ensuring OCFS clearance.

With regard to the day to day operations of the North Street facility, the SEAA will observe, identify, report and communicate needs/issues to the on-site supervisor and respective FSW department, such as, Human Resources, Accounting, Facilities Maintenance and IT; for issues outside of FSW purview, the First Baptist Church Office.

Duties and Responsibilities:


  • Welcomes employees, visitors and contractors in a professional manner
  • Serves as the point of contact for visiting officials, employees, contractors and vendors
  • Provides oral and written translation in English and Spanish
  • Assists parents in completing registration and transportation forms
  • Enters student data into CPSE Portal, PTTP Roster, and COPA System
  • Coordinates PTTP staff/student calendar for all sites
  • Organizes meetings and workshops, coordinates catering, supplies and multi-media technology
  • Orders, tracks and disseminates program materials and monitors inventory of supplies
  • Organizes documents for approval, including contracts, invoices, mileage requests and expense reports
  • Answers and directs calls as appropriate; takes clear messages with name and telephone number
  • Sorts and distributes mail and correspondence; including email and faxes
  • Supports planning and coordination of all program activities
  • Ensures that office space and facility is kept neat, clean, organized and welcoming
  • Coordinates with facilities and IT if maintenance issues arise
  • Assists director and supervisors in prioritizing tasks essential to program operations
  • Ensures that district/county staff and independent evaluators are directed to correct location of students
  • Maintains NYSED documentation for over enrollment, modifications and protocols
  • Ensures accuracy of SEDCAR count, district applications for funding, and accounts receivable of same
  • Maintains OCFS compliance documents, including, but not limited to, inspections and drills
  • Obtains price quotes from vendors as requested
  • Follows up with all referrals and reports outcomes to director and districts
  • Follows up with documentation requests from Medicaid, CPS and OCFS
  • Ensures student/staff bathrooms maintain cleanliness and alert maintenance immediately with issues
  • Reports CACFP meal counts to Health Manager
  • Scans/Uploads medical documents to Health Manager


· Informs Director and Supervisors of any problems that may affect quality and standards of program

· Fosters good communication between families, staff, local, county and state municipalities

· Demonstrates ability to function in a culturally sensitive manner within FSW’s philosophy and mission

· Apprises Director of all goings-on within program

· Demonstrates ability to maintain objectivity in dealing with staff/student/family/program issues


  • Maintains client confidentiality at all times
  • Maintains up to date student/staff emergency contact information
  • Maintains First Aid Station and Supplies
  • Maintains and Disseminates Allergy/Medical Alerts and Updates for PTTP students
  • Ensures student files include current IEP, medical and emergency information at all times



  • High school diploma required
  • Proficient in English and Spanish
  • Bachelor’s degree preferred


  • Patience in dealing with students with disabilities
  • Strong interpersonal skills including excellent active listening and clear oral communication skills
  • Exceptional customer service skills
  • Highly organized and self-directed, adaptable
  • Comfortable working in a fast-paced, high accountability environment
  • Flexible and exhibits the ability to adapt as situations evolve
  • Effective in problem solving, good judgment, ability to prioritize
  • Able to function effectively as a member of an interdisciplinary team
  • Exhibits an engaging, warm and caring personality
  • Culturally competent/sensitive and committed to inclusive practices
  • Proficient in Microsoft Office applications
  • Strong writing and reading skills
  • Able to understand and follow detailed instructions
  • Exceptional attention to detail


  • COVID-19 vaccination is required to work at Family Services of Westchester.  Proof of vaccination against COVID-19 must be submitted as part of employment application.

Schedule determined by program needs, but generally 8:00-4:00 pm.

Family Services of Westchester is an equal opportunity employer and we do not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

To apply, please email resume to:  Joquene.HRamirez@fsw.org