Executive Administrative Assistant - Student Services

Districtwide; Wallingford (PA); On-site; USD 39,000 - 41,000; Full time

Job summary

Wallingford-Swarthmore School District seeks an Executive Administrative Assistant for Student Services to support state and federal reporting, records management, and data integrity across IEPs, 504 plans, and related programs.

The role partners with the Director of Student Services to maintain student information systems (IEP Writer, Panorama, PowerSchool), generate reports, and assist with ESY and litigation responses while ensuring confidentiality and compliance.

Qualifications

• High school diploma or GED required.
• Experience with state and federal special education reporting and IEP management software.
• Ability to create reports, analyze data and prepare accurate reports.
• Ability to navigate multiple educational technology platforms.
• Experience in general office and clerical work.

Responsibilities

• Assist with preparation, verification and submission of state and federal special education reports (December Child Count, June Count, Act 55, PIMS coordination).
• Maintain accurate and organized student records, including processing, filing, archiving and documentation for active and exited students; support IEPs, 504 plans, GIEPs, ESY and related areas.
• Perform routine updates and staff support in student information systems (IEP Writer, Panorama, SmartFutures, PowerSchool); manage roster changes and data integrity checks.
• Maintain access to intervention and assessment platforms (GRADE/GMADE, IXL, i-Ready, Naviance, Teachtown); provide basic user support and coordinate with tech teams.
• Generate standard and ad hoc enrollment and service reports to support planning and compliance.
• Support ESY and related student services programs including data collection, family communication and form maintenance.
• Collect and provide student records for litigation or subpoenas in coordination with legal counsel.
• Serve as point of contact for external agencies and service providers; track clearances and documentation.
• Maintain student services website content and distribute SSI-related information to families and staff.
• Ensure regular and on-time attendance; perform other duties as assigned.

Education

High school diploma or GED

Associate degree preferred

Job description

Executive Administrative Assistant - Student Services

Wallingford-Swarthmore Districtwide - Wallingford, Pennsylvania

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Job Details

Job ID: 5908345

Application Deadline: Oct 05, 2026 11:59 PM (Eastern Standard Time)

Re-Posted: Sep 11, 2026 4:00 AM (UTC)

Starting Date: To Be Determined

Job Description

Wallingford-Swarthmore School District believes in all students. We understand that all students can succeed and that it is our responsibility to provide appropriate supports to all students to be their best selves. In this role, we are seeking individuals who share the belief that all students can succeed and that all students deserve to have clean, safe, cutting edge facilities.

Reports to

Director of Student Services

Responsibilities

• Assists with the preparation, verification, and submission of required state and federal special education reports, including December Child Count, June Count, Act 55, PIMS coordination, and other mandated data collections.
• Maintain accurate and organized student records, including processing, filing, archiving, and managing documentation for active and exited students, while supporting compliance checks for IEPs, evaluations, 504 plans, GIEPs, ESY, outplacements, and early intervention.
• Perform routine updates, maintenance and staff support in student information systems such as IEP Writer, Panorama, SmartFutures and PowerSchool, including student additions, withdrawals, roster and program changes, annual system updates, and general data integrity checks.
• Maintain student and staff access to intervention and assessment platforms as needed (e.g. GRADE/GMADE, IXL, i-Ready, Naviance, Teachtown), provide basic user support to staff, and coordinate with technology teams as needed.
• Generate standard and ad hoc reports related to student enrollment, related services caseloads, and other program needs to support instructional planning, compliance monitoring, and administrative decision-making.
• Support Extended School Year (ESY) and related student services programs through initial data collection, family communication, staff support, assignment changers, and form maintenance.
• Collect, organize, and provide student records and documentation in response to litigation, subpoenas, and incoming and outgoing record requests, in coordination with legal counsel and district protocols.
• Serve as the point of contact for external agencies and service providers, supporting staffing needs, tracking clearances, absences, and required documentation.
• Maintain student services website content and assist with distributing resources, including SSI-related information and other student services materials, to families and staff.
• Regular and on-time attendance.
• Other duties as assigned.

Qualifications

• High school graduate or G.E.D
• Basic knowledge of state and federal special education reporting requirements and experience with IEP management software and Student Information Systems.
• Ability to create reports, analyze data and prepare accurate reports.
• Ability to navigate a variety of educational technology platforms.
• Experience in general office and clerical work
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable
• Ability to prioritize tasks while working on multiple projects simultaneously
• Maintain confidentiality
• Acts 34, 114, and 151 clearances
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable

The District retains the right to screen, interview, and hire this position prior to the closing date on the posting.

Position Type: Full-Time

Salary: $28.52 to $29.72 Per Hour

Job Categories:

Support Staff > Administrative Assistant

Support Staff > Secretary

Job Requirements

• Associate degree preferred.
• Citizenship, residency or work visa required