What are the responsibilities and job description for the Special Programs Administrative Assistant position at Kaufman Independent School Dst?
Job Title: Administrative Assistant Exemption Status/Test: Nonexempt
Reports to: Director of Special Programs Date Revised: April 17, 2026
Dept./School: Special programs
Primary Purpose
Under moderate supervision, organize and manage the routine work activities of a special programs department office and provide clerical support to a director or department head and other staff members.
Qualifications
Education/Certification:
High school diploma or GED
Special Knowledge/Skills
Proficient skills in keyboarding, data entry, word processing, and file maintenance
Ability to use software to develop spreadsheets and databases and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Basic math skills
Effective communication and interpersonal skills
Experience
2 years secretarial experience
Major Responsibilities And Duties
Records, Reports, and Correspondence
None.
Mental Demands/Physical Demands/Environmental Factors
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
202 Days / 11 Months
Reports to: Director of Special Programs Date Revised: April 17, 2026
Dept./School: Special programs
Primary Purpose
Under moderate supervision, organize and manage the routine work activities of a special programs department office and provide clerical support to a director or department head and other staff members.
Qualifications
Education/Certification:
High school diploma or GED
Special Knowledge/Skills
Proficient skills in keyboarding, data entry, word processing, and file maintenance
Ability to use software to develop spreadsheets and databases and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Basic math skills
Effective communication and interpersonal skills
Experience
2 years secretarial experience
Major Responsibilities And Duties
Records, Reports, and Correspondence
- Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
- Compile, maintain, and file all reports, records, and other documents as required.
- Special Education Processes: Assisting with various special education-related procedures, such as enrollment, assessment, and program implementation.
- Record Keeping: Maintaining accurate and confidential records, including IEPs (Individualized Education Programs), other special education records, and 504 student records.
- Data Management: Compiling, organizing, and analyzing data for special education and 504 programs and services. Assist in ensuring federal timelines are followed in the referral process.
- Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
- Order and maintain inventory of office supplies and program equipment.
- Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
- Early Childhood Intervention-maintain a schedule of appointments with specific staff members and set up necessary meetings &/or ARD meetings.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
None.
Mental Demands/Physical Demands/Environmental Factors
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
202 Days / 11 Months