Confidential Administrative Assistant to the Director of Special Education (1-Year Position)

OFFICIAL TITLE: Confidential Administrative Assistant to the Director of Special Education

DAYS: 200-Day Contract/1-Year Appointment/Full-Time

REPORTS TO: Director of Special Education

LOCATION: Central Office

JOB DESCRIPTION:

The Confidential Administrative Assistant to the Director of Special Education performs a wide range of highly confidential and complex administrative duties including, but not limited to: planning, organizing, and overseeing the distribution of IEP’s district-wide and monitoring compliance, processing student records requests, data tracking, ASPEN related organization and other confidential special projects as determined by the Special Education Director. The Confidential Administrative Assistant to the Director of Special Education will work with limited supervision, employing standardized practices to guide and coordinate with others. Additionally, the Confidential Administrative Assistant to the Director of Special Education Director will serve as the liaison to administration, parents, students, faculty and the general public at times.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain confidential student records under the supervision of the Director of Special Education in accordance with FERPA and district policies.
• Review IEP team meeting documents to ensure all paperwork is completed.
• Send IEP’s home for signature district-wide (PreK-Post-Graduate) through SignNow and follow-up with families who have not responded within timelines.
• Inform building-based teams when IEP’s are signed and upload IEP’s/documentation into ASPEN.
• Prepare and submit materials to the Bureau of Special Education Appeals when necessary.
• Perform general clerical duties in support of the Special Education Department, including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, receiving visitors, compiling student information information (PRS Complaints/Record Reviews/Legal) and scheduling appointments.
• Knowledge of or ability to learn the requirements of special education documentation and record keeping, including working with ASPEN, SignNow, Google Workspace and other required special education programs.
• Ability to organize district-wide files utilizing filing conventions.
• Complete special education records requests within timelines.
• Generate data reports for aspects of the IEP process to monitor district-wide special education compliance.
• Compile data for state and federal reporting requirements as appropriate.
• Perform other related duties/special projects consistent with the scope and intent of the position as required by the Director.

PREFERRED QUALIFICATIONS:

• Excellent organizational, communication, customer service and analytical skills.
• Experience using spreadsheets/databases, Microsoft Office, Google Workspace, MUNIS, SignNow and ASPEN student information system preferred.
• Demonstrated ability to manage multiple projects, work well under pressure and meet deadlines in a fast-paced environment.
• Minimum of three years of related experience preferred.
• Experience working in a public school special education setting is preferred.

PHYSICAL DEMANDS:

• Primarily sedentary work in an office environment.
• Visual acuity to review documents and work on computer for extended periods.
• Ability to lift and move files and supplies weighing up to 20 pounds.
• Occasional travel between district school buildings may be required.
• Manual dexterity to operate office equipment including computers, calculators, and copy machines.
• Ability to communicate verbally and in writing in a professional manner with a variety of stakeholders including administrators, staff, families and students.

Compensation Range: $29.12-$39.83 per hour