Administrative Assistant to Special Education

LICKING HEIGHTS BOARD OF EDUCATION

JOB DESCRIPTION

POSITION:    ADMINISTRATIVE ASSISTANT TO SPECIAL EDUCATION

INTRODUCTION: 

At Licking Heights Local Schools, our commitment to student success drives everything we do. We believe in providing equitable, personalized learning experiences focused on building character skills and achieving academic excellence. Our comprehensive framework, addressing milestones from kindergarten readiness to college and career competencies, ensures that every student thrives academically, socially, and emotionally. We are dedicated to creating a positive school culture where students can explore their talents through extracurricular activities, fostering well-rounded and socially responsible citizens.

To be successful at Licking Heights Local Schools, staff members must embody a range of skills, including:

• Passion for education and student well-being
• Effective mentoring and guidance for students
• Strong communication and collaboration skills
• Continuous learning and professional development
• Forward-thinking planning and strategic decision-making
• Openness to two-way communication and community engagement

We are dedicated to supporting our staff through comprehensive induction, providing  ongoing professional development aligned with our district's vision, and creating a safe and empowering school environment where every individual can flourish. Join us in our mission to provide an exceptional education experience that prepares students for success in school, career, and life.

RESPONSIBLE TO:  Director of Special Education

JOB GOAL: To assist the Director of Special Education and Special Education Coordinators in the day-to-day operations of the Special Education Department’s office.  

QUALIFICATIONS:

• Ability to implement office administration principles (i.e., organization, procedures, etc.)
• Embraces high-performance standards (e.g., engagement, proficiency, resilience, etc.)
• High school diploma or GED. Significant secretarial and data processing work experience, preferably in special education and/or pupil services.
• Maintains a record free of criminal violations that prohibit public school employment.
• Valid Ohio driver’s license, or ability to obtain license

• Person of integrity

• Detail oriented

• Demonstrated strong organizational and problem solving skills

• Demonstrated effective time management skills

• Demonstrated ability to work effectively with others
• Demonstrated ability to be an active listener and problem solver

 PERFORMANCE RESPONSIBILITIES:

1. Delivers effective secretarial services. Sustains a supportive office environment that advances professionalism and a shared commitment to organizational outcomes.
2. Provides backup support for other departments. Assists with special projects as directed.
3. Schedules appointments. Organizes materials for meetings. Transcribes minutes as requested.
4. Sorts and distributes mail. Prepare photocopies. Collates printed materials.
5. Answers/directs telephone calls. Prepares detailed messages when employees are not available.
6. Maintains a supply of checklists, assessments, enrollment forms, etc.
7. Maintains effective document and records management systems. Prepares timely files. Monitors reporting deadlines. Complies with district records retention and disposal policies.
8. Identifies work priorities to focus on tasks that require immediate attention.
9. Assists office visitors. Answers routine questions or directs inquiries to appropriate staff.
10. Assists with the office inventory control system to maintain dependable supply levels.
11. Maintains a record of special education placements including out-of-district students.
12. Creates an annual list of special education staff for the district; building location, grade level, teaching assignment and caseload. 
13. Assists in Home Instruction processes for the district i.e. applications, staff communication, time-sheets, BoardDocs, etc. 
14. Works with district personnel to facilitate Child Find activities.
15. Obtains authorized "release of information" consent forms.
16. Manages and inputs data into Student Information Systems (PowerSchool and SameGoal). 
17. Supports districts with special education software (Google, TeachTown,Q-Global) etc. 
18. Supports the procedures and compliance of the department including: IEP/ETR, Enrollment, Withdrawal, Child Count, Healthcare Billing Services, Threshold Costs, Medicaid.
19. Manages the special education budget process: prepares and updates the annual budget, contracts with special education service vendors, processes payment vouchers, and federal and state budget reports. 
20. Prepares purchase requisitions. Maintains procurement records. Receives deliveries. Reconciles invoices. Monitors vendor performance (e.g., customer service, product quality, reliability, etc.)

WORK ENVIRONMENT CHARACTERISTIC CONDITIONS:

The district offers equal employment opportunity without regard to age, color, disability, genetic information, military status, national origin, race, religion, sex (including gender identity, pregnancy, and sexual orientation), or any other legally protected category.

The district maintains a drug and alcohol-free work environment to prevent the adverse impact of substance abuse on employee performance and protect the rights of co-workers and the public.

This job description document does not establish a contract or alter board-authorized employment agreements. Employee benefits, classifications, contract durations, skill sets, wage rates, and work schedules may vary by assignment. This summary document describes typical job functions and does not represent an exhaustive list of all possible work responsibilities.

Employee duties may change in response to collective bargaining agreements, funding variables, modified operating procedures, program/service adjustments, regulatory compliance, technological innovations, and unforeseen events.

EVALUATION:  Performance of these responsibilities will be evaluated by the Director of Special Education.