Administrative Assistant - Student Services

DeKalb County Eastern Community School District; Butler (IN); On-site; USD 25,000 - 33,000; Full time

Job summary

DeKalb County Eastern Community School District is seeking an Administrative Assistant – Student Services to support NEISEC and a range of educational stakeholders. The role emphasizes strict confidentiality, meticulous data-entry, and strong organizational skills to manage student records and reporting.

The successful candidate will work with a team of educators and administrators, ensuring compliant documentation and timely submissions throughout the school year.

Qualifications

• Experience with Google Workspace and Microsoft Office.
• Excellent organizational and time-management skills.
• Ability to maintain confidentiality of sensitive information.
• Strong written and verbal communication abilities.

Responsibilities

• Process and maintain special education student records and documentation.
• Maintain accurate student information, rosters, and related data.
• Prepare and assist with internal and external reports within established timelines.
• Communicate professionally with administrators, teachers, parents, and staff.
• Maintain organized electronic and paper records for authorized access.
• Assist with data collection and ongoing reporting throughout the school year.

Skills

Google Workspace

Microsoft Office

Organizational skills

Time management

Data-entry

Communication skills

Confidentiality

Team collaboration

Education

High school diploma

Tools

Google Docs

Google Drive

Google Calendar

Microsoft Word

Microsoft Excel

Job description

The Administrative Assistant – Student Services provides administrative supports for the Northeast Indiana Special Education Cooperative (NEISEC). The position works closely with a variety of educational stakeholders, including the Executive Director, County Directors, school administrators, teachers, parents, and other office staff to help ensure students receive the services and support they need.

The successful candidate must be highly organized, detail-oriented, and able to manage multiple responsibilities and priorities. Accurate keyboarding and data-entry skills are essential. This position works extensively with confidential student and special education information; therefore, maintaining confidentiality is imperative. The position is also responsible for ongoing data collection and internal and external reporting throughout the school year.

Essential Duties and Responsibilities

• Process and maintain special education student records and documentation, including initial evaluations, reevaluations, move-ins, annual IEPs, revised/amended IEPs, senior exits, and manifestation determinations.
• Process all student records and related documentation accurately and in a timely manner.
• Maintain accurate student information, records, rosters, and other required data within applicable student information and special education systems.
• Collect, organize, maintain, and verify student and program data throughout the school year.
• Prepare and assist with required internal and external reports, ensuring information is complete, accurate, and submitted within established timelines.
• Review records and data for accuracy and follow up with appropriate staff when information is missing, incomplete, or requires correction.
• Communicate effectively and professionally with administrators, teachers, educational psychologists, parents, and other staff members.
• Respond to questions and provide assistance to school personnel regarding student records, documentation, and established NEISEC procedures.
• Prioritize multiple tasks and deadlines to meet the needs of NEISEC, its member school districts, and other stakeholders.
• Maintain strict confidentiality of student records, personally identifiable information, and individual case details.
• Maintain organized electronic and paper records to ensure information can be located and accessed efficiently by authorized personnel.
• Work collaboratively with other office staff and provide assistance with shared responsibilities as needed.
• Perform other duties as assigned to support the effective operation of NEISEC.

Qualifications and Skills

• Knowledge of Google Workspace, including Google Docs, Google Drive, and Google Calendar.
• Knowledge of Microsoft Office, including Microsoft Word and Excel, preferred.
• Excellent organizational and time-management skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Strong attention to detail and commitment to accuracy.
• Accurate and efficient keyboarding and data-entry skills.
• Excellent written and verbal communication skills.
• Ability to work independently as well as collaboratively as part of a team.
• Ability to maintain confidentiality and appropriately handle sensitive student information.
• Working knowledge of school systems and educational terminology preferred.
• Familiarity with Indiana IEP and special education processes is helpful but not required.
• Ability and willingness to learn new systems, procedures, and technology.

Education and Experience

• High school diploma or equivalent required.
• Previous administrative, clerical, records-management, data-entry, or school office experience preferred.
• Experience working in a school or educational setting preferred, but not required.