Administrative Assistant – Special Education Department (2 positions)

The Danbury Public Schools Special Education Department is seeking an experienced and highly motivated Administrative Assistant to join a collaborative and fast-paced team. This position plays a critical role in supporting the educational and operational needs of over 1,500 students with special needs across the district.

The successful candidate will provide high-level clerical and administrative support to the Special Education Administrative Team and staff. This role requires strong organizational, communication, and technical skills, with the ability to manage sensitive information, coordinate meetings, and maintain student records in compliance with district and state requirements.

RESPONSIBILITIES:

Reception & Communication

• Serve as a welcoming point of contact for families, visitors, and staff.
• Respond to inquiries requiring knowledge of special education procedures and services.
• Manage incoming calls and emails, ensuring prompt and professional communication.

Administrative Support

• Prepare and distribute Planning and Placement Team (PPT) meeting notices.
• Enter and maintain student data in CT SEDS and PowerSchool.
• Schedule interpreters and substitutes for meetings as needed.
• Assist in the coordination and submission of Medicaid billing.
• Communicate with external providers to coordinate services and documentation.
• Purchase supplies for the department.

Office Operations & Records Management

• Maintain student records, files, and rosters with accuracy and confidentiality.
• Organize and update special education documentation related to programming, evaluations, and services.
• Order and maintain office supplies and equipment.
• Manage and prioritize incoming mail and correspondence.
• Manage testing materials: maintaining, ordering, and distributing testing protocols and evaluation kits for related services staff and school psychologists.

Other Duties

• Process purchase orders, invoices, and department expenditures.
• Maintain office supplies and testing materials inventory.
• Assist with data entry and database management.
• Assist with special projects as assigned by the Assistant Superintendent of Pupil services and Director of Special Education.
• Support the overall mission and operations of the department.

Technology & Documentation

• Utilize Microsoft Office and Google Workspace to prepare communications, forms, flyers, and reports.
• Input, update, and track data in systems such as CT SEDS, PowerSchool, Tyler, and Aesop (Frontline Absence Management).
• Create and maintain office filing systems, manuals, and databases.

QUALIFICATIONS:

Education & Experience

• Associate's degree or equivalent preferred.
• Minimum of 2 years of relevant administrative experience; school-based or special education experience preferred.
• Experience in financial reporting, billing, or related clerical work strongly preferred.
• Knowledge of PowerSchool, CT-SEDS, and Tyler.

Skills & Competencies

• Excellent interpersonal and communication skills.
• Proficient in Microsoft Word, Excel, Google Docs, and data systems such as PowerSchool and CT SEDS.
• Ability to maintain confidentiality and handle sensitive student data with integrity.
• Highly organized with strong attention to detail and time management.
• Fluent in Spanish or Portuguese strongly preferred.

WORKING CONDITIONS:

• Salary according to the UPSEU current bargaining agreement.
• Full-time - 35 hours per week.
• 52 week work year, with terms and conditions as contained in the CBA.

Application Procedure:

Apply Online

All applicants must apply online at www.danbury.k12.ct.u