<p>POSITION #: 1393 | DAYS: Full-Year | SALARY RANGE: $27.19-$37.19 per hour</p> <p>LOCATION: District | REPORTS TO: Director of Special Education</p> <p>SUMMARY DESCRIPTION OF JOB:</p> <p>The Special Education Administrative Assistant performs highly responsible, confidential, and complex administrative duties for the Special Education Department. This position serves as the primary point of contact for students, families, faculty, staff, and the public while managing essential Special Education Central Office operations. Working with limited supervision, the Administrative Assistant plans, organizes, and oversees departmental functions, employing standardized practices to coordinate workflows, maintain records, and support compliance with special education regulations and timelines.</p> <p>MINIMUM QUALIFICATION STANDARDS:</p> <p>KNOWLEDGE, SKILLS, AND ABILITIES:</p> <ul> <li>Excellent organizational, communication, and customer service skills </li><li>Strong technology and information management abilities (i.e., Munis, Google Workspace, Office) </li><li>Proficiency with student information systems (ASPEN preferred) </li><li>Knowledge of special education documentation requirements and record-keeping procedures (i.e, Medicaid reimbursement, Circuit Breaker) </li><li>Knowledge of MA purchasing procedures and requisition entry </li><li>Knowledge of special education terminology and legal frameworks (IDEA, ADA) </li><li>Understanding of confidentiality requirements related to student records (FERPA) </li><li>Ability to work independently and meet deadlines </li><li>Skill in managing multiple projects in a fast-paced environment </li><li>Strong analytical and strategic thinking capabilities </li><li>Excellent attention to detail and accuracy </li><li>Ability to coordinate schedules and manage complex calendaring </li><li>Effective written and verbal communication skills </li><li>Ability to maintain confidentiality with sensitive information </li></ul> <p>EDUCATION, TRAINING, AND EXPERIENCE:</p> <ul> <li>Associate's degree in office management, education, or a related field - Bachelor's preferred </li><li>Minimum of three (3) years of experience in an administrative support role or equivalent </li><li>Experience working in a public school setting is preferred </li><li>Experience with special education processes and documentation is highly desirable </li><li>Demonstrated experience with database management (i.e, Aspen) and reporting </li></ul> <p>CERTIFICATE AND LICENSE REQUIREMENTS:</p> <ul> <li>Valid driver's license for occasional travel between district locations </li><li>Training or coursework in special education laws and procedures is desirable </li></ul> <p>PHYSICAL DEMANDS:</p> <ul> <li>Primarily sedentary work in an office environment </li><li>Visual acuity to review documents and work on a computer for extended periods </li><li>Ability to lift and move files and supplies weighing up to 20 pounds </li><li>Occasional travel between district school buildings may be required </li><li>Manual dexterity to operate office equipment, including computers, calculators, and copy machines </li><li>Ability to communicate verbally and in writing with staff, families, and administration </li></ul> <p>EXAMPLES OF DUTIES AND RESPONSIBILITIES:</p> <ul> <li>Maintain confidential student records following FERPA and district policies </li><li>Assist the Business Office in gathering documentation for Medicaid reimbursements (including tracking compliance with random moment time studies (RMTS)), out-of-district placements (i.e, tuition, services, attendance), and Circuit Breaker reporting </li><li>Process district requisitions and purchase orders for special education materials, equipment, and services following established district guidelines and approval processes </li><li>Ensure all purchasing documentation meets district, state, and federal compliance standards </li><li>Assist in tracking special education expenditures for budgetary and compliance purposes </li><li>Assist with organizing and documenting professional development for special education staff </li><li>Manage correspondence within the Special Education Central Office </li><li>Provide direct support to the Director, Assistant Director, and Out-of-District Coordinator </li><li>Perform general clerical duties including word processing, copying, filing, and data entry </li><li>Answer telephones and receive visitors, providing excellent customer service </li><li>Schedule appointments and coordinate calendars for special education staff </li><li>Provide families with information regarding special education processes and timelines </li><li>Create meeting invitations, assign evaluations, and prepare materials for IEP meetings </li><li>Coordinate and maintain the department's Google calendar </li><li>Scan, upload, and organize electronic documents in the student information system (Aspen) </li><li>Generate data reports to monitor district-wide special education compliance </li><li>Compile and prepare data for state and federal reporting requirements </li><li>Order and maintain inventory of office supplies and specialized materials </li><li>Coordinate logistics for special education meetings and professional development </li><li>Serve as liaison between the special education department and the school-based staff </li><li>Handle sensitive information with discretion and maintain confidentiality </li><li>Perform other related duties as assigned by the Director or designee </li></ul>