Special Education Administrative Assistant

Administrative & Clerical SupportProvide direct administrative and secretarial support to the Director of Special Education and department staffPrepare correspondence, reports, agendas, and official documentationManage calendars, appointments, and daily office operationsRecord and maintain minutes for department meetingsStudent Records Management & File CreationCreate and maintain special education student records in compliance with district, state, and federal regulationsOrganize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility recordsEnsure strict confidentiality and secure handling of all student informationRecords Requests & TransfersRequest student records from previous schools or districts upon enrollmentProcess and transmit records to receiving schools, districts, or authorized agenciesMaintain logs of all incoming and outgoing recordsEnsure compliance with FERPA and Texas records management proceduresData Entry & ReportingEnter and maintain accurate student data in district systems (e.g., PEIMS and special education software)Generate reports for administrative use and state reporting requirementsReview data for accuracy and completenessCommunication & Customer ServiceServe as a primary point of contact for parents, staff, and external agenciesAnswer and route phone calls; respond to inquiries in a timely and professional mannerGreet and assist visitors while maintaining a professional office environmentSHARS Medicaid Billing SupportAssist with SHARS (School Health and Related Services) Medicaid billing processesCollect, review, and organize required documentation for reimbursementVerify service logs and provider documentation for accuracySupport timely submission of billing dataMaintain compliance with state and federal Medicaid guidelinesAssist with audits and documentation requestsOffice Management & OrganizationMaintain organized electronic and paper filing systemsSort and distribute incoming mail and documentationMonitor and order office supplies as neededBudget & Financial SupportAssist with purchase orders and budget trackingMaintain financial records and monitor expendituresCollaboration & Staff SupportSupport teachers, diagnosticians, and special education staff with documentation and processesOther DutiesPerform additional duties as assignedEffectively manage multiple priorities in a fast-paced environmentWhy Join Our District? • 4-Day School Week • Small School Atmosphere • Strong Community Support • Competitive Salary and Benefits • Retention Stipends