Administrative Assistant III

Administrative Assistant IIIThe Administrative Assistant III to the Director of Special Education performs advanced clerical, operational, financial, and confidential administrative duties designed to maximize the efficiency and effectiveness of the Director of Special Education and the Special Education Department. This position requires comprehensive knowledge of Special Education operations, applicable federal and state laws and regulations, and School Board policies, as well as the ability to communicate and interact professionally, equitably, and effectively with students, families, staff, outside agencies, and community stakeholders. Serving as the primary administrative point of contact for the Special Education Department, the Administrative Assistant provides comprehensive operational support by coordinating departmental communications, maintaining confidential student and personnel records, scheduling meetings and compliance activities, preparing reports and correspondence, supporting budget and purchasing functions, and assisting with departmental initiatives. This position plays a critical role in ensuring accurate, efficient, and responsive departmental operations while maintaining the confidentiality and integrity of sensitive student, personnel, and program information in accordance with applicable laws and regulations.Provide advanced administrative support to the Director of Special Education and Special Education Supervisors by coordinating daily operations, managing priorities, maintaining schedules, and supporting the effective delivery of departmental programs and services. Coordinate departmental meetings, professional learning activities, compliance meetings, and special education events by managing logistics, preparing materials, recording minutes, and ensuring timely communication with participants. Maintain confidential student, personnel, and departmental records in accordance with federal, state, and local regulations, including FERPA requirements and special education records management procedures. Support the implementation and monitoring of special education programs and services by maintaining documentation, tracking deadlines, organizing compliance materials, and assisting supervisors with operational needs. Serve as the primary point of contact for the Special Education Department by responding to inquiries from staff, families, schools, outside agencies, and community partners, providing professional, timely customer service. Coordinate communication between the Director, supervisors, schools, staff, families, and external partners by preparing correspondence, reports, notifications, and other departmental communications. Manage scheduling responsibilities for the Director and supervisors, including meetings, conferences, evaluations, eligibility meetings, and other departmental activities requiring coordination across multiple stakeholders. Assist with the preparation, organization, and submission of required local, state, and federal reports by gathering data, maintaining records, compiling information, and monitoring required timelines. Support budget and purchasing operations by preparing requisitions, purchase orders, financial documents, inventory records, and other administrative materials necessary for departmental operations. Maintain departmental databases, tracking systems, organizational records, staff directories, and program documentation to ensure accuracy and accessibility of information. Coordinate administrative processes related to special education staffing, including documentation, onboarding support, personnel records, training records, and communication with Human Resources and school administrators. Assist with the coordination of professional development, workshops, trainings, and department initiatives by managing registrations, materials, schedules, and participant communication. Organize and maintain efficient office procedures, recommend process improvements, manage workflow, and support the effective use of technology and administrative systems. Perform other duties as assigned by the Director of Special Education to support the efficient operation of the department and the successful implementation of services for students with disabilities.Lynchburg City Schools Competencies: Honesty, Integrity, Ethical, Equity Minded, Emotional Intelligence, Cultural Competence, Safety, Quality - Models Excellent Customer Service, Thinks Strategically, Shows Initiative, Acts Decisively, Communicates Effectively, Works Collaboratively, Resolves Conflict Proactively - Technical Capabilities Computer Literacy, Data Analysis and Management, Fiscal Planning and Management, Project Management, Strategic PlanningEducation and Experience: Associate's Degree or Equivalent required. Bachelor's Degree, preferred. 3-4 years of office management, bookkeeping, and clerical experience preferred.Knowledge, Skills and Abilities: Knowledge of and experience with the Lynchburg City Schools organization, policies, and practices preferred. Solid knowledge and understanding of effective organizational and communication practices. Solid knowledge and understanding of accurate and effective record keeping and time management. Solid knowledge and understanding of Microsoft Office and Google Suite and ability to learn new technical programs/practices and office productivity applications as needed. Solid knowledge and understanding of equitable practices that create a safe, inclusive, and supportive environment for LCS staff, students, families, and community members. Ability to lead, manage, and oversee school or department projects and initiatives.Supervisory Responsibility: NoneTravel Requirements: Reliable transportation, necessary. Minimal travel within the City of Lynchburg as needed to support schools and HR programs. Minimal travel outside of the City of Lynchburg as needed.Work Environment and Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to frequently stand; sit; walk; talk or hear; use hands to finger, handle, type, or feel; and stoop, kneel, or crouch.Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.AAP/EEO Statement: LCS is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.Job Status: OpenSalary: Please refer to LCS Employee Pay Scales found hereDays Per Year:School Year: 2026-2027