Special Education Administrative Assistant

Administrative & Clerical Support

Provide direct administrative and secretarial support to the Director of Special Education and department staff

Prepare correspondence, reports, agendas, and official documentation

Manage calendars, appointments, and daily office operations

Record and maintain minutes for department meetings

Create and maintain special education student records in compliance with district, state, and federal regulations

Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records

Ensure strict confidentiality and secure handling of all student information

Request student records from previous schools or districts upon enrollment

Process and transmit records to receiving schools, districts, or authorized agencies

Maintain logs of all incoming and outgoing records

Ensure compliance with FERPA and Texas records management procedures

Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software)

Generate reports for administrative use and state reporting requirements

Review data for accuracy and completeness

Serve as a primary point of contact for parents, staff, and external agencies

Answer and route phone calls; respond to inquiries in a timely and professional manner

Greet and assist visitors while maintaining a professional office environment

Assist with SHARS (School Health and Related Services) Medicaid billing processes

Collect, review, and organize required documentation for reimbursement

Verify service logs and provider documentation for accuracy

Support timely submission of billing data

Maintain compliance with state and federal Medicaid guidelines

Assist with audits and documentation requests

Maintain organized electronic and paper filing systems

Sort and distribute incoming mail and documentation

Monitor and order office supplies as needed

Assist with purchase orders and budget tracking

Maintain financial records and monitor expenditures

Support teachers, diagnosticians, and special education staff with documentation and processes

Perform additional duties as assigned

Effectively manage multiple priorities in a fast-paced environment

Why Join Our District? • 4-Day School Week • Small School Atmosphere • Strong Community Support • Competitive Salary and Benefits • Retention Stipends