Administrative Assistant to the Director of Special Services - 2026-2027 School Year

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum 2-3 years of administrative support experience, preferably in an educational or special services environment.

Reports To: Director of Special Services 

Job Goal:

The Administrative Assistant to the Director of Special Services provides high-level administrative support to ensure the efficient operation of the Special Services department. This role involves managing schedules, coordinating communications, maintaining confidential records, and facilitating the smooth implementation of departmental goals and initiatives related to special education, student services, and related programs.

Performance Responsibilities:

• Serve as the primary point of contact for the Director of Special Services, handling correspondence, phone calls, emails, and scheduling.
• Maintain and organize confidential student records, reports, and documentation in compliance with state and federal laws (e.g., IDEA, FERPA).
• Coordinate meetings, appointments, and events, including preparing agendas, taking minutes, and distributing materials.
• Assist in preparing reports, presentations, and data summaries for internal and external stakeholders.
• Support IEP (Individualized Education Program) scheduling and documentation processes.
• Communicate with parents, staff, and outside agencies regarding services, meetings, and departmental matters.
• Monitor timelines and ensure compliance with special education procedures and deadlines.
• Process invoices, purchase orders, and maintain budget-related records for the department.
• Maintain the organization of digital and physical filing systems.
• Perform general office duties including ordering supplies, managing calendars, copying, and mailing.
• Assist with onboarding and scheduling for special services staff, including therapists, case managers, and evaluators.
• Maintain a high level of confidentiality and professionalism in all interactions and tasks.

Skills & Competencies:

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and student information systems (e.g., Genesis, IEP Direct software).
• Ability to manage multiple priorities and meet deadlines with attention to detail.
• Strong interpersonal skills and the ability to work collaboratively with diverse individuals and teams.
• Knowledge of special education terminology and procedures is a plus.

Evaluation:

Performance will be evaluated by the Director of Special Services in accordance with district policies and negotiated agreements.

Terms of Employment:

• Salary to be recommended by the Superintendent. Salary range $55,000 - $60,000
• Full-time, 12-month position. Potential abbreviated summer schedule
• Office environment within a school district.
• May require occasional evening meetings or events.