Administrative Assistant to Special Education

Primary Purpose:
To assist the Special Education team in the efficient and productive running of the department. Collect, enter and
maintain student data, while organizing and communicating campus ARD schedules. Utilize organizational and
secretarial skills to promote a well-planned ARD calendar while adhering to timelines and procedural
expectations.
 

Qualifications:

Education/Certification:
High school diploma or equivalent
 

Special Knowledge/Skills:
Knowledge and ability to use a computer with emphasis on word processing, database, and spreadsheet
development.
Stipends available for bilingual staff capable of translating in this position.
 

Experience:
Three (3) years of general clerical/secretarial experience preferred.
Experience in special education, preferred.
Use of Frontline Special Education Management preferred.
 

Major Responsibilities and Duties:
1. Provide administrative support to the Special Education director, coordinator, and department.
2. Calendar all annual and revision ARDs for the designated campus(es) following appropriate timelines and
department procedures.
3. Deliver ARD notices, parent copies and miscellaneous paperwork as needed.
4. Keep a log of scheduled ARD meetings with confirmations of invitation ensuring that all required committee
members are notified and have confirmed to attend in a timely manner.
5. Proof and archive completed ARD paperwork in student files in the student data management system.
6. Assist with record collection or release through T-REX and Frontline Special Education.
7. Coordinate requests for special populations of student records.
8. Shredding confidential records in compliance with district record retention procedures.
9. Collect and enter PEIMS data into an established database and verify accuracy according to prescribed
procedures.
10. Reconcile PEIMS data in student data management systems, working with district PEIMS staff to address
errors.
11. Run PEIMS reports from multiple data systems and provide SPED leadership and campus teams with PEIMS
information. Prepare reports as requested.
12. Provide detailed feedback to campus teams addressing PEIMS errors and corrections.
13. Communicate with a professional and caring attitude when interacting with students, peers, parents,
community members, and administration.
14. Assist parents, students, and faculty with questions regarding special education and student records.
15. Assist in department or team meeting preparation/setup.
16. Deliver supplies as needed to campuses for Special Education.
17. Provide translating services to the Special Education department, as needed.
 

Professionalism, Morale, and Team building within the department and campuses (Based on feedback &
observations)

17. Maintain confidentiality.
18. Exhibits poise, self-control and accepts constructive criticism.
19. Exhibits a positive attitude towards others. Treats other staff with respect and dignity. 20. Interact with
others effectively and respond to customer needs in a courteous, respectful manner. 21. Be available by
phone, email, or video conferencing to confer with district personnel, students, and/or parents. All phone
calls and emails are answered within 24 hours of receipt.
22. Works collaboratively with the department to develop a common vision of excellence and to ensure
attainment of team, department, and district goals.
23. Communicate with students or parents on a regular basis via phone or video conference, email, or district
approved website.
24. Follow district safety protocols and emergency procedures.
 

Supervisory Responsibilities:
None
 

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Multi-line phone system; standard office equipment including personal computer and
peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, frequent keyboarding and use of the mouse; occasional reaching Lifting: Occasional
light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions, maintain emotional control under stress