Administrative Assistant

Administrative Assistant III-Special Education

The Administrative Assistant III - Special Education provides essential clerical and compliance support to the Special Education Department, ensuring that due process records, timelines, and documentation are accurate, complete, and maintained in accordance with federal and state special education law. Working under the direction of the Director of Special Education, the clerk supports case managers and special education staff district-wide by managing confidential student files, scheduling team meetings, tracking compliance timelines, and processing required paperwork. This role is central to the district's ability to meet IDEA and Minnesota Rule 3525 due process requirements.

Duties and Responsibilities

• Maintain accurate, up-to-date due process files for all students receiving special education services, including setting up new student files, filing confidential paperwork, and organizing records in accordance with district procedures and legal requirements.
• Assist with the intake and referral process of infants, toddlers, and preschoolers into the Help Me Grow program and the Educational Service Center preschool programs.
• Ensure all evaluation reports, meeting notices, test protocols, consent forms, and information from outside sources are filed chronologically and completely in each student's due process file.
• Process incoming special education records from other districts and agencies for case manager use, and respond to records requests from other schools, districts, and agencies in compliance with FERPA and district policy.
• Support case managers and special education staff in processing district paperwork, including SpedForms entries, service changes, and billing documentation.
• Assist with MARSS reporting and third-party billing data entry tasks as directed by the Director of Special Education.
• Prepare inactive files for archival and coordinate the transfer of records for students transitioning between buildings or leaving the district.
• Maintain and update the district's special education student database, including lists, student placement information, and contact records.
• Provide general office support, including photocopying, scanning, word processing, filing, ordering supplies, answering phones, and handling incoming and outgoing correspondence for the Special Education Department.
• Attend department meetings and training on special education processes, due process requirements, and district systems as directed.
• Support Special Education Department meetings by preparing and maintaining agendas, recording accurate meeting notes and minutes, organizing meeting materials, documenting action items, and maintaining meeting records for future reference and follow-up.
• Maintain strict confidentiality of all student and family records and information at all times, in compliance with FERPA and district policy.
• Other duties as assigned by the Director of Special Education.

Knowledge, Skills & Abilities

• Working knowledge of special education due process requirements under IDEA and Minnesota Rule 3525, including IEP timelines, evaluation procedures, and required documentation.
• Proficiency with Microsoft Office products (Word, Excel, Outlook) and experience with web-based systems and database management.
• Familiarity with SpedForms or similar special education data and documentation systems preferred.
• Strong organizational skills with the ability to manage multiple timelines, deadlines, and priorities simultaneously across a large caseload.
• Ability to maintain accurate records and attention to detail in a fast-paced, deadline-driven environment.
• Clear and professional written and oral communication skills for working with staff, families, and outside agencies.
• Ability to exercise sound judgment regarding requests for student information and determine when additional consultation or authorization is required.
• Strong interpersonal skills with the ability to work collaboratively with teachers, administrators, and families in a calm, patient, and professional manner.
• Absolute commitment to confidentiality and the ethical handling of sensitive student and family information.

Physical Demands

• Primarily sedentary work with frequent sitting at a desk and computer workstation throughout the day.
• Regular use of hands and fingers for data entry, filing, and operating office equipment.
• Occasional standing, walking, bending, and reaching to access files, equipment, and storage areas.
• Ability to lift and carry files, binders, and office materials (typically up to 25 lbs.).
• Ability to read and review documents with fine print, both on screen and in hard copy.

Education and/or Experience

• High School Diploma or GED required; Associate's Degree or post-secondary coursework in business administration, education, or a related field preferred.
• Prior experience in a school office, special education department, or clerical role supporting compliance and records management is strongly preferred.
• Experience with student information systems, scheduling software, and Microsoft Office required.
• Experience with PowerSchool, SpedForms, or MARSS reporting
• Demonstrated ability to manage confidential information with discretion and professionalism.

Certificates, Licenses, Registrations

• No specific license required.
• Must successfully complete a Minnesota criminal background check prior to employment.

Benefit Information

St. Louis Park Schools provides a comprehensive benefits package for employees working 20 or more hours per week. Key benefits include:

• Health and Dental Insurance
• Flexible Spending Accounts (FSA) for medical and dependent care expenses
• Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short- and Long-Term Disability Insurance

The cost of benefits varies based on the employee group and full-time equivalent (FTE) status. For detailed information, including specific benefits and associated costs, please refer to the applicable group or bargaining unit contract Employment Contracts.