Special Education Administrative Assistant

DIRECT SUPERVISOR

Vice Principal of Special Education

POSITION SUMMARY

The Special Education Administrative Assistant provides administrative and operational support to the Vice Principal of Special Education, Administrative Specialist, Special Education staff, related service providers, and contracted agencies. The primary focus of this part-time position is to support special education document processing, Adobe Sign workflows, Independent Service Agreements (ISAs), provider coordination, records management, and compliance tracking.

This position centralizes administrative responsibilities currently shared among case managers and leadership, improving efficiency, strengthening comiance, and allowing Education Specialists to focus on direct student services and IEP imementation.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Digital Signature Platform and Document Management

• Prepare, send, monitor, and track special education documents through a digital signature platform.
• Monitor signature cometion and follow up with staff, providers, and families as needed.
• Upload cometed documents, as specified.
• Maintain the confidentiality and security of student records and sensitive information in accordance with federal, state, and school policies.
• Maintain organized and accurate electronic student records.

Independent Service Agreement (ISA) Coordination

• Prepare and process Independent Service Agreements (ISAs) for special education services and assessments.
• Generate ISAs for new enrollments, annual reviews, triennial evaluations, 30-day reviews, and service changes.
• Monitor ISA workflows and maintain tracking logs.
• Coordinate with Nonpublic Agencies (NPAs), vendors, and service providers regarding agreement completion.

Additional Supports

• Request and track special education records from previous schools, as assigned.
• Monitor designated inboxes and document tracking systems.
• Maintain records and tracking logs to support timely processing and
• Assist with department spreadsheets, tracking systems, and routine administrative processes.
• Support special education documentation and compliance-related activities.

As departmental needs evolve, this position may expand to include additional compliance monitoring, quality assurance, service tracking, or other operational support responsibilities.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required.
• Experience in an administrative support role.
• Strong organizational skills and attention to
• Ability to manage multie priorities while meeting deadlines.
• Excellent written and verbal communication skills.
• Maintain confidentiality and exercise discretion when handling sensitive student information.
• Proficiency with Google Workspace (Docs, Sheets, Drive).

PREFERRED QUALIFICATIONS

• Experience working in special education or educational administration.
• Experience using SEIS, Adobe Sign, and student information systems.
• Knowledge of California special education processes and timelines.
• Experience coordinating documentation, records management, or com iance-related activities.