What are the responsibilities and job description for the Special Education Administrative Assistant position at Pewitt Consolidated Independent School District?
Responsibilities
- Administrative & Clerical Support
- Provide direct administrative and secretarial support to the Director of Special Education and department staff
- Prepare correspondence, reports, agendas, and official documentation
- Manage calendars, appointments, and daily office operations
- Record and maintain minutes for department meetings
- Student Records Management & File Creation
- Create and maintain special education student records in compliance with district, state, and federal regulations
- Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records
- Ensure strict confidentiality and secure handling of all student information
- Records Requests & Transfers
- Request student records from previous schools or districts upon enrollment
- Process and transmit records to receiving schools, districts, or authorized agencies
- Maintain logs of all incoming and outgoing records
- Ensure compliance with FERPA and Texas records management procedures
- Data Entry & Reporting
- Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software)
- Generate reports for administrative use and state reporting requirements
- Review data for accuracy and completeness
- Communication & Customer Service
- Serve as a primary point of contact for parents, staff, and external agencies
- Answer and route phone calls; respond to inquiries in a timely and professional manner
- Greet and assist visitors while maintaining a professional office environment
6. SHARS Medicaid Billing Support
- Assist with SHARS (School Health and Related Services) Medicaid billing processes
- Collect, review, and organize required documentation for reimbursement
- Verify service logs and provider documentation for accuracy
- Support timely submission of billing data
- Maintain compliance with state and federal Medicaid guidelines
- Assist with audits and documentation requests
7. Office Management & Organization
- Maintain organized electronic and paper filing systems
- Sort and distribute incoming mail and documentation
- Monitor and order office supplies as needed
8. Budget & Financial Support
- Assist with purchase orders and budget tracking
- Maintain financial records and monitor expenditures
9. Collaboration & Staff Support
- Support teachers, diagnosticians, and special education staff with documentation and processes
10. Other Duties
- Perform additional duties as assigned
- Effectively manage multiple priorities in a fast-paced environment
Why Join Our District?
• 4-Day School Week
• Small School Atmosphere
• Strong Community Support
• Competitive Salary and Benefits
• Retention Stipends