Administrative Assistant, 12 months

TrulyHired; Culpeper (VA); On-site; USD 40,000 - 60,000; Full time

Job summary

Culpeper County Public Schools is seeking an Administrative Assistant for the Special Education Department to perform administrative duties for the office, including confidential handling of student, parent, and personnel information.

Responsibilities include preschool registration support, Homebound/Home Based services coordination, records management, and liaison with teachers and administrators. Strong communication, data-entry precision, and PowerSchool proficiency are essential.

Qualifications

• Excellent verbal and written communication skills required.
• Ability to handle large volumes of data accurately with minimal supervision.
• Detail- and multi-task oriented with strong data-entry abilities.

Responsibilities

• Maintain confidentiality regarding students, parents, and staff; inform Director of concerns.
• Prioritize responsibilities to meet deadlines and improve office performance.
• Screen calls to the Director regarding preschool registration and special education questions.
• Assist in preschool registration and coordinate with families and schools; use PowerSchool.
• Process maintenance work orders and technology tickets; serve as liaison.
• Coordinate Homebound/Home Based services between teachers and schools; maintain related records.
• Maintain Director's records: contracts, purchase requests, and correspondence; update MOUs.
• Support reception desk coverage and calendar management for OSE staff.
• Maintain a centralized tracking system for licenses and background clearances.
• Ensure staff obtain National Provider Identifiers and Medicaid enrollment forms.
• Draft and edit letters, memoranda, emails, and announcements for the Director.

Skills

Verbal and written communication

Data entry accuracy

Multitasking and detail orientation

Typing 40 wpm

Interpersonal skills

Student/parent communication

Education

High school diploma or equivalent

Associate's degree preferred

Microsoft Office Specialist certification preferred

Equivalent training/experience

Tools

PowerSchool

Microsoft Office

Job description

Job Description

JOB SUMMARY

The Administrative Assistant for the Special Education Department will perform administrative duties related to the operations of the Special Education office.

ESSENTIAL JOB FUNCTIONS:

• Maintain confidentiality regarding school issues including student, parent, or personnel, and keep the Director informed of any concerns or issues;
• Prioritize responsibilities in an effective, accurate, and efficient manner which will enhance the performance of the Office of Special Education and ensure that deadlines are met;
• Screen and resolve, if possible, calls to the Director involving questions or concerns pertaining to preschool registration, homebound/home based services, solicitations, and general special education questions;
• Assist in preschool registration by communicating with families, answering questions, and providing resources to families and schools regarding CCPS preschool program; support the preschool coordinator with collecting and reviewing registration information; utilizing computer software, such as PowerSchool, to support in preschool registration; remain knowledgeable regarding regulations and policies that involve preschool programs;
• Point of Contact person to process maintenance work orders or technology ticket requests;
• Serve as the Homebound/Home base services Coordinator; coordinate services between teachers and schools; notify teachers and families of any changes or needed information as directed by the Specialists or Director; maintain a database of all homebound/home based students; prepare and send appropriate correspondence for approval of home instruction or noncompliance letters; update forms and policy to reflect changes implemented by the State;
• Maintain records for the Director, to include contracts, purchase requests, correspondence, interagency agreements and MOUs;
• Support coverage of the reception desk (greeting visitors and distributing phone calls);
• Maintain calendars for OSE staff; and
• Maintain an up-to-date, centralized tracking system for state professional licenses, certifications, and background clearances for all related service staff and contracted providers;
• Ensure all relevant staff obtain and maintain active National Provider Identifiers (NPI) and complete required state Medicaid provider enrollment forms;
• Draft, proofread, and edit formal letters, official memoranda, emails, and district-wide announcements on behalf of the Director;
• Perform other duties as assigned by the Director of Special Education..

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or equivalent;
• Associate's degree preferred;
• Microsoft Office Specialist Certification preferred;
• Or equivalent training, education, and/or experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent verbal and written communication skills
• Ability to work with accuracy and efficiency processing large volumes of data with little supervision.
• Flexible, extremely detail and multi-task oriented in the performance of data entry, research, working on spreadsheets, and databases and other clerical duties required.
• Ability to type 40 wpm.
• Ability to maintain good working relationships with all employees and the public.
• Ability to communicate openly and effectively with students, parents, community patrons, staff, and administration as a positive representative of Culpeper County School system.

SPECIAL REQUIREMENTS:

• Must pass assessment required by Culpeper County Public Schools.

PHYSICAL DEMANDS:

Work is typically performed in the central office and throughout the division: frequent walking, standing, stooping, lifting, up to approximately 40 pounds, and occasional lifting of equipment weighing up to approximately 50 pounds may be required. Other limited physical activities are required. Travel to schools throughout the division and central office is required. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT:

Work environment exposes the employee to inside and outside environmental conditions. Regular contact with staff members, administrators, and parents is required. Contact with parents by phone and in person is necessary. Timely and regular attendance is an expectation of performance for all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule.

EVALUATION:

The supervisor will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.