Administrative Assistant to Special Education

Special Education Administrative Assistant

Primary Purpose: To assist the Special Education team in the efficient and productive running of the department. Collect, enter and maintain student data, while organizing and communicating campus ARD schedules. Utilize organizational and secretarial skills to promote a well-planned ARD calendar while adhering to timelines and procedural expectations.

Qualifications: Education/Certification: High school diploma or equivalent. Special Knowledge/Skills: Knowledge and ability to use a computer with emphasis on word processing, database, and spreadsheet development. Stipends available for bilingual staff capable of translating in this position. Experience: Three (3) years of general clerical/secretarial experience preferred. Experience in special education, preferred. Use of Frontline Special Education Management preferred.

Major Responsibilities and Duties: Provide administrative support to the Special Education director, coordinator, and department. Calendar all annual and revision ARDs for the designated campus(es) following appropriate timelines and department procedures. Deliver ARD notices, parent copies and miscellaneous paperwork as needed. Keep a log of scheduled ARD meetings with confirmations of invitation ensuring that all required committee members are notified and have confirmed to attend in a timely manner. Proof and archive completed ARD paperwork in student files in the student data management system. Assist with record collection or release through T-REX and Frontline Special Education. Coordinate requests for special populations of student records. Shredding confidential records in compliance with district record retention procedures. Collect and enter PEIMS data into an established database and verify accuracy according to prescribed procedures. Reconcile PEIMS data in student data management systems, working with district PEIMS staff to address errors. Run PEIMS reports from multiple data systems and provide SPED leadership and campus teams with PEIMS information. Prepare reports as requested. Provide detailed feedback to campus teams addressing PEIMS errors and corrections. Communicate with a professional and caring attitude when interacting with students, peers, parents, community members, and administration. Assist parents, students, and faculty with questions regarding special education and student records. Assist in department or team meeting preparation/setup. Deliver supplies as needed to campuses for Special Education. Provide translating services to the Special Education department, as needed. Maintain confidentiality. Exhibits poise, self-control and accepts constructive criticism. Exhibits a positive attitude towards others. Treats other staff with respect and dignity. Interact with others effectively and respond to customer needs in a courteous, respectful manner. Be available by phone, email, or video conferencing to confer with district personnel, students, and/or parents. All phone calls and emails are answered within 24 hours of receipt. Works collaboratively with the department to develop a common vision of excellence and to ensure attainment of team, department, and district goals. Communicate with students or parents on a regular basis via phone or video conference, email, or district approved website. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities: None. Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Multi-line phone system; standard office equipment including personal computer and peripherals. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. Motion: Repetitive hand motions, frequent keyboarding and use of the mouse; occasional reaching. Lifting: Occasional light lifting and carrying (less than 15 pounds). Environment: May work prolonged or irregular hours. Mental Demands: Work with frequent interruptions, maintain emotional control under stress.