Administrative Assistant - Special Programs Scheduling

POSITION OBJECTIVE:

The position of Administrative Assistant - Special Programs Scheduling, is done for the purpose of coordinating and managing the scheduling of Individualized Education Program (IEP) and Section 504 meetings across assigned schools or programs.

COMMITMENT TO EQUITY:


The Bellevue School District is committed to a diverse workforce representative of our students, one that embraces and models cultural competency as an international community.

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)
• Coordinates and schedules IEP and 504 meetings, ensuring compliance with state and federal timelines and district procedures.
• Manages and maintains scheduling systems, calendars, and databases related to special education and 504 processes.
• Utilizes and maintains technology systems, such as Synergy and IEP Online, to support documentation, and monitoring of IEP and 504 timelines and compliance.
• Develops and refines systems and processes to improve efficiency, accuracy, and communication for meeting scheduling.
• Prepares, distributes, and tracks meeting notices and related documentation in alignment with legal and district requirements.
• Collaborates with case managers, school psychologists, administrators, families and other team members to ensure readiness for meetings.
• Maintains accurate records and documentation related to scheduling, compliance timelines, and meeting outcomes.
• Provides technical support and guidance to staff regarding scheduling systems and tools.
• Assists with reporting, data collection, and monitoring of compliance indicators related to IEP and 504 timelines.
• Provides general office and administrative support as needed, including answering phones, assisting visitors, and supporting department operations.
• Performs other job-related duties as assigned.

REPORTING RELATIONSHIPS:
• Reports directly to and is supervised by the Director of Special Education

EDUCATION & EXPERIENCE (positions in this class typically require):

Required:
• High school diploma or equivalent.
• One (1) year of office, administrative, or clerical experience, preferably in a school or customer service setting.


Preferred:
• Experience working with special education, 504 processes, or compliance-related scheduling.
• Experience using scheduling systems, student information systems, or database management tools.
• Multilingual

LICENSING REQUIREMENTS (positions in this class typically require):
• None

KNOWLEDGE (position requirements at entry):
• Office procedures and practices.
• Fluency with Office 365 Suite products
• Scheduling systems and calendar management tools.
• Data entry and records management processes.
• Customer service and public relations practices.
• Standard English usage, spelling, and grammar.
• Basic understanding of educational environments and confidentiality requirements.

SKILLS (position requirements at entry):
• Strong organizational and time management skills with attention to detail.
• Customer service skills, with the ability to work effectively with families, staff, and community members.
• Ability to manage complex scheduling across multiple stakeholders and timelines.
• Skill in using computer applications for scheduling systems, data entry, and document preparation.
• Oral and written communication skills.
• Demonstrates multicultural sensitivity with the ability to effectively and collaboratively work with diverse populations
• Ability to perform all duties in accordance with all applicable Board policies and district and legal requirements
• Ability to meet and maintain punctuality and attendance expectations

PHYSICAL REQUIREMENTS:

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time.

Incumbents may be subjected to moving mechanical parts, odors, chemicals, extreme temperatures, inadequate lighting, workspace restrictions, and intense noises.

CONDITIONS OF EMPLOYMENT:

AISP pay grade D $ 33.90 to $ 35.85/hour (starting hourly rate $ 33.90) based on negotiated collective bargaining agreement, 40 hours/week and a 222-day annual assignment. Medical, dental, vision, long-term disability, and life-insurance eligibility is based upon 630 hours worked within a school year. Retirement provided through Washington State Department of Retirement Systems.


NOTE:

The above job description is intended to represent only the key areas of responsibilities for this position. Specific duties and position assignments may vary depending on the operational needs of the department.

Verification of identity and authorization to work in the United States must be completed. The District does not currently provide visa sponsorship. All offers of employment are contingent upon satisfactory results of background checks with prior employers/professional references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Bellevue School Board.

Bellevue School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, homelessness, immigration or citizenship status, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts of America and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights, Racial Discrimination, and Gender Expression or Identity Discrimination: Civil Rights/Nondiscrimination Compliance Coordinator Nancy Pham, View phone number on click.appcast.io or View email address on click.appcast.io.

Sex-based Discrimination, including Sexual Harassment: Title IX Coordinator: Jeff Lowell, View phone number on click.appcast.io or View email address on click.appcast.io.

Disability Discrimination:
Section 504/ADA Coordinator: Kerince Bowen, View phone number on click.appcast.io or View email address on click.appcast.io

Mailing address for all three: 12111 NE 1st Street, Bellevue, WA 98005.

Members of the public with disabilities who have specific concerns about the effectiveness of the District's communications to them should contact Janine Thorn, Chief Communications and Engagement Officer, at View phone number on click.appcast.io or View email address on click.appcast.io.