Administrative Assistant - Special Education

Administrative Assistant Student Support ServicesProvides essential operational, administrative, and compliance support for the Special Education Department. This role maintains student records, tracks state-mandated timelines, coordinates specialized student transportation, and manages department purchasing and budget tracking under the direction of the Assistant Director of Special Education.Create, organize, and maintain accurate electronic and paper confidential student files in compliance with state regulations and district procedures. Track and maintain department timelines for Individualized Education Programs (IEPs) and student evaluations to ensure district compliance with state-mandated regulations. Facilitate special education student enrollment changes within district software platforms and communicate specific instructions to building-level administrative assistants. Coordinate specialized student transportation arrangements with service providers and district personnel. Compile and report special education data for state funding, compliance monitoring, and district operational planning. Provide authorized student profiles and information to external agencies and organizations in accordance with privacy laws. Serve as a welcoming point of contact, providing clear information and administrative assistance to staff, parents, and students. Process purchase orders, order and distribute special education materials, supplies, and equipment, and verify invoice accuracy against deliveries. Monitor department budgets, track expenditures, and assist with financial recordkeeping. Schedule meetings, arrange logistics, and distribute agendas and minutes for department meetings and parent conferences. Assist with building emergency procedures and department safety protocols as directed. Maintain strict confidentiality of all private student records and sensitive administrative details. Perform other duties and responsibilities as assigned.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Education and Experience: Bachelor's degree in a related field preferred. High school diploma or equivalent required. Prior administrative support experience preferred, ideally within a K-12 special education setting or public school district.Required Knowledge: Knowledge of standard office management procedures, records maintenance, and general budget tracking protocols. Familiarity with special education processes, including IEP timelines and compliance requirements. Understanding of data privacy laws (such as FERPA) and the handling of confidential student records in a large organization. Knowledge of software data management databases and Student Information Systems.Required Skills: Proficiency with database management systems, word processing software, and standard office technology. Strong organizational skills and work ethic, with the ability to manage strict state-mandated timelines and competing demands. Excellent written and verbal communication skills when interacting with staff, parents, students, and outside agencies. Strong interpersonal skills to maintain a welcoming atmosphere and work effectively across teams.Physical/Mental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Mobility to work in an office setting, use standard office equipment, and stamina to sit or stand for extended periods while performing data entry and managing files; strength to lift and carry files, supplies, or department materials weighing up to 20 pounds; vision to read printed materials and computer screens; hearing and speech to communicate effectively in person, over the telephone, and in meetings with parents and staff; and mental alertness to track rigid state compliance timelines, maintain strict data privacy, and handle complex records accurately.Working Environment: Work is completed in a standard school or district office environment with occasional movement to various school buildings within the district to coordinate services or deliver materials.