Administrative Assistant for Special Education

POSITION TITLE: Administrative Assistant for the Special Services Department
 
LOCATION: Pocatello/Chubbuck Education Service Center 
 
POSTING DATE: May 1, 2026
 
CLOSING DATE: For best consideration, please apply by May 8, 2026. However, position will be open until filled.
 
ADDITIONAL INFO: Eight hours per day, 242 days per year
 
DAYS: Twelve month employment
 
SALARY SCHEDULE: Rate of pay will be $18.83 per hour
 
START DATE: July 31, 2026
 
EMPLOYMENT INFO: Transfer requests are available on-line, with AppliTracks, apply with the Internal Application. All other applicants must apply through the District on-line application process AppliTracks with
the External Application. TYPING SPEED MUST BE 50 AVERAGE ACTUAL NET WORDS PER MINUTE WITH NO LESS THAN A 90% ACCURACY RATE. TYPING TESTS ARE TO BE TAKEN AT THE DEPARTMENT OF LABOR
PRIOR TO CLOSING DATE. BASIC OFFICE AND EXCEL TESTING IS REQUIRED AT THE DEPARTMENT OF LABOR PRIOR TO AN INTERVIEW BEING OFFERED.
 

Primary Function

This is an administrative support position with the principal function to provide secretarial and administrative support services, within the Business Office at the Education Service Center. Duties may include public contact, typing and preparing letters or documents using various software applications, entering data into school or department systems and applications, keeping clerical records, logs, ledgers, spreadsheets, preparing invoices, performing accounting duties and maintaining records and related documents, administering budget information, and conducting special project work or research studies. The work is performed within District specific processes and procedures, with latitude granted for the exercise of independent judgment and initiative. The work is performed under the supervision of a designated department supervisor or district administrator. Lead work or supervision may be exercised over support staff. The principal duties of this class are performed in a general office environment.

Essential Duties and Responsibilities 

Performs secretarial duties for director of special services. Work is accurate and has a neat appearance.

Maintains special services inventory of materials/assessments (i.e. software, test manuals, curriculum etc.) Materials and inventory are kept up-to-date.

Maintains cross referencing tracking system for past and present special services student records. Records are kept current and accurate. Enters all special service students into the data base and tracks current case manager for each student. Files are organized, current, and easily accessible to ensure rapid retrieval of information. 

Compiles and prepares various State reports (i.e. December 1 Child Count, Exceptional Child Tuition Equivalency Reports, etc.). Reports are accurate and prepared within time lines. These reports involve collecting information for district-wide special services personnel and various outside agencies. Balances and monitors special education budget accounts. Codes requisitions and mileage logs.

Acts as a receptionist by greeting visitors in a friendly, pleasant and professional manner. Directs individuals to the proper authority who can assist in answering questions or in solving problems. Communicates a professional image by presenting a neat appearance and demonstrating accepted business etiquette.

Schedules staff participation in district-wide meetings and training sessions.

Responsible for all areas related to state reporting for the department. 

Supports ongoing efforts related to medicaid billing.

Completes other duties as assigned by the Special Education Director.

Other Duties and Responsibilities

Backs up general office support positions, as needed;

Performs other related duties as required.

Competency Requirements:

Knowledge of:

Operation of standard and specialized office equipment including a personal computer and job-related software such as Word, Excel, or others;

Operation of multi-line telephone, voice mail, and intercom systems;

Accounting, bookkeeping, and record keeping practices and procedures;

District policies and procedures.

Customer service procedures, techniques, and objectives;

Current office practices and procedures;

Current record keeping practices and procedures;

English grammar, spelling, and punctuation.

Ability to:

Type accurately at 50 words per minute

Gain and apply knowledge of specialized area of work;

Follow written and oral instructions and observe District policies and procedures;

Perform a wide variety of clerical and administrative support duties;

Prepare accurate and grammatically correct written reports and prepare and maintain required records, logs, reports, and documentation;

Compose correspondence, track and compile data for reports, and conduct research projects;

Operate standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, and other required applications;

Maintain records efficiently and accurately and to prepare clear and concise reports;

File and maintain complex records;

Establish and maintain effective working relationships with other school employees, supervisory personnel, students, and the public;

Communicate clearly and concisely, orally and in writing;

Perform accounting and mathematical functions;

Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;

Perform a wide variety of duties and responsibilities with accuracy and speed under stress and the pressure of time-sensitive deadlines;

Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;

Perform time management and scheduling functions, meet deadlines, and set task priorities;

Maintain office, school, and individual confidentiality;

Work independently;

Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;

Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks;

Maintain individual and District confidentiality.

Acceptable Experience and Training

High school diploma or GED equivalency is required and advanced business or office administration training is preferred; and

Two to three (2-3) years experience in performing office administrative duties is preferred; or

Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to understand verbal instructions and to communicate effectively on the telephone and in person;

Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, and organize documents and materials;

Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment;

Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to lift or move objects that weigh up to 30 lbs. and to work in an office environment.

Jobs in this class require performing repetitive hand movement in gripping, and hand/wrist/arm movements. Related job tasks may require walking, standing, sitting, lifting, stooping, squatting, kneeling, bending, crouching, pushing, grasping, and reaching.