SPECIAL SERVICES ADMINISTRATIVE ASSISTANT
District Service Center
32 hours per week / August - June
2025 - 2026
JOB SUMMARY:
This position provides secretarial and office management support for the Special Services Department of the school district. Incumbent serves as the senior administrative/clerical staff member responsible and, as appropriate, provides administrative leadership to the office and teaching staff regarding student records. Incumbent provides an accurate census report to the Director and Department of Education two times per year which serves as a basis for funding special education.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
• State Reporting . Responsible for implementing and meeting state online reporting requirements regarding students the district provides special education services to, both within and outside of the district. Responsible for the census count in December and June for applicable students. Accuracy of these reports is connected to district reimbursement dollars.
• Student Information System. Responsible for ensuring student information system is accurate for the students being served. Assists and supports staff with learning how to use the student information system.
• Records and Files. Establishes, maintains, distributes, and archives special education office records consistent with state and district policies and procedures. Retrieves records when necessary. Coordinates with Special Services administrator to prepare records in response to public and other appropriate records requests. Maintains on-line data and records as required. Takes the initiative to implement and/or develop and maintain necessary forms to respond to the needs of the office. Reviews special education records for compliance with state guidance and the IDEA. Accuracy of student records files is connected to district reimbursement dollars.
• Secretarial Support. Provides secretarial and student record support to department administrator and special education teachers and specialists. Reviews every page of each student IEP for errors and inconsistencies. Contacts staff members to revise incomplete IEP documentation. Maintains on-going communication with case managers for updated caseloads and communication of necessary notations on IEP paperwork. At the discretion of the department administrator, may type and distribute staff notices and/or newsletters with IEP updates. Assists in providing secretarial support to staff and prepares communications related to IEP documentation. Maintains confidential records, evaluations, emergency procedures and information, and records and files for staff. May have regular authorization to sign designated forms for the administrator. As requested, or assigned, by the administrator, initiates and/or prepares or provides guidance in the preparation and distribution of personnel documents and actions, and personnel-related documents such as injury reports. Follows through to assure personnel and related transactions are processed and maintains awareness of and informs administrator of the action's status.
• Office Management. Provides direction, guidance, and direct assistance to special education teachers and specialists on issues related to IEP documentation, records completion, and case management on routine matters and personal areas of responsibility. Answers telephones and responds to inquiries regarding student records; screens telephone calls; or redirects call based on knowledge of the office and the district. Receives, routes, distributes and, as appropriate, redirects mail to staff. Assists staff in the use of equipment and appropriate office and administrative procedures. Maintains calendar of events, recurring actions, deadlines, and report dates, reminding staff of activities and dates, as necessary. Establishes and/or implements office processes and procedures and, as appropriate, provides direction to office staff and makes arrangements for coverage during absences, breaks, lunch, and other situations. May train and supervise office support staff. Works closely with the Director of Special Services on SPR&I (Systems, Performance, Review & Improvement) work as required by the Department of Education.
• Support of Office Work and Productivity. Prepares, develops, and maintains documents, data, and information in direct support of the functions, responsibilities, and staff of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material. Provides guidance and support in Special Education processes, use of student information systems to generate process documents, and maintenance of paper and online procedural documents.
• Office Inventory. Maintains office inventory records and supply orders, prepares requisitions, checks in supplies and materials, and arranges for purchase order payment. Collects, assembles, and maintains documentation on office production and workload data as required.
• Special Projects. Undertakes a variety of special projects related to the specific work of student records. Special project work includes tracking initiatives, collecting data and reports, preparing schedules and timelines, coordinating, and recording meetings, maintaining reports on action follow-up, coordinating with external parties as assigned, and establishing files and documentation. May draft correspondence concerning special projects.
• Conducts Research and Prepares Reports and Background Information. At the request of the department administrator, gathers background information and material, conducts preliminary record, hard copy, or on-line research to gather data and information required by the department administrator. Prepares the data in usable form to include assembled documents, spreadsheets, data bases, summary documents, etc.
• Perform other duties as may be assigned.
MINIMUM QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education and/or Experience:
• Two (2) years of post-high school education preferably leading to an associate degree. At the discretion of the District, highly related and comparable experience in excess of that required below may be substituted for all or part of the two years of college/university education.
• Two (2) years of progressively responsible office experience involving independence of action and decision-making responsibilities, using all or a combination of the following skills: filing online reports; accounting and bookkeeping; analyzing information from different sources; researching information from online sources; and critical thinking.
• Must possess a keen attention to detail and have the ability to review student records for accuracy, errors, and inconsistencies.
• Must possess advanced secretarial, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, keyboarding skills of at least 40 words per minute, and skill in the use of office software for documents, spreadsheets, presentations, and, as appropriate, data bases.
• Knowledge of general secretarial procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data.
• Ability to perform the requirements of this job description and the assigned duties with or without reasonable accommodations.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others' ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with others.
• Language Skills: Ability to communicate fluently verbally and effectively in writing in English. Ability to respond to common inquiries or complaints from staff, members of the community, or regulatory agencies. Ability to read and interpret documents. Ability to prepare a variety of complex correspondence.
• Mathematical Skills : Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret a variety of graphs. Perform math computations accurately and work with accuracy and attention to detail.
• Reasoning Ability: Ability to interpret a variety of instructions furnished in written, oral, or diagram form. Ability to deal with complex problems involving several concrete variables where only limited supervision exists.
• Computer Skills: Ability to proficiently use office and computer equipment and use standard office, including automated information systems.
• Other Skills and Abilities: . click apply for full job details
Date Posted: 11 June 2025
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