Special Education Administrative Assistant

Illinois Education Job Bank; Broadview (IL); Hybrid; USD 40,000 - 50,000; Full time

Job summary

Illinois Education Job Bank seeks a Special Education Administrative Assistant to provide administrative support to the Coordinator of Special Services. You will coordinate and monitor special education records, files, activities and reporting, while handling confidential information with discretion.

The role includes managing calendars, answering questions about special education, 504 plans, IEPs, and assisting with meetings and professional development.

Qualifications

• Knowledge of confidential records handling and documentation.
• Experience with office procedures and administrative tasks.
• Ability to manage calendar, requests, and meetings.

Responsibilities

• Provide confidential secretarial services to administrators.
• Answer questions regarding special education, residency, etc.
• Maintain confidential files for special education students.
• Coordinate and track IEPs and 504 plans.
• Assist with ESY program organization and transportation needs.
• Prepare reports, memos, and meeting notes.
• Assist with compliance reviews and district communications.

Skills

Professionalism

Interpersonal Skills

Planning/Organizing

Oral and Written Communication

Computer Skills

Customer Service

Dependability

Quality

Attendance/Punctuality

Teamwork

Education

Some college preferred

2+ years admin/clerical experience

Tools

Google Suite

Google Meet

Google Docs

Google Sheets

Google Slides

Job description

Special Education Administrative Assistant

Duties

Administrative Assistant
The job of Special Education Administrative Assistant is done for the purpose/s of providing administrative support to Coordinator of Special Services; coordinating and monitoring special education records, files, activities and reporting; and providing information, recommendations and/or direction as may be requested.
SUMMARY:
Handles all administrative duties as required by the Coordinator of Special Services. Required performance of a variety of office and secretarial duties, independently with daily follow-up with supervisor. Coordinates meeting arrangements, record maintenance, and office procedures. Requires confidentiality and decorum throughout the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide Confidential secretarial services to administrators using discretion with student issues, as well as matters of concern involving department.
• Provide staff/parents/community members with answers to general questions regarding special education, McKinney-Vento, foster care, residency, etc.
• Answers phones, routes calls, takes messages, and provides routine information.
• Maintains inventory on department supplies and when needed orders and processes requisitions
• Maintain administrator’s calendar and schedule of appointments.
• Analyze urgent situations accurately and exercise judgment in taking action when dealing with parents, students, and co-workers
• Maintain awareness of compliance with federal and state regulations regarding Special Education
• Track, organize and maintain extensive confidential files on all special education students in the District.
• Track necessary information for students on 504 plans, as well as foster students
• Maintain close communication and working relationship with county and district personnel, assistant principal, school psychologists, social worker and representatives from outside agencies (3rd parties)
• Assist with professional development, collaboration presentations, special projects and provide clerical support during professional development including registration and event planning
• Process submitted IEP’s and review for accuracy and compliance
• Assist with coordination of student transportation needs
• Assist with the organization of the Extended School Year (ESY) program
• Attend school and/or district offered trainings and meetings, as needed
• Oversee process of receiving special education student records of incoming students and preparing them for high school use.
• Assists with the process of incoming students under the category of McKinney-Vento, specialized education, foster care, and/or affidavit residency
• Assists with the process of transferring outgoing students within Embrace Database
• Monitor, gather and disbursement of various student reports to parents.
• Compile, transcribe and type numerous reports, memos, agendas and meeting notes
• Request special education records from other schools in and out of county/state
• Assist administer during all phases of Compliance Reviews
• Manage the master special education teacher/therapist caseload to ensure it is accurate based on the most current IEP data
• Sorts and distributes mail including interoffice mail
• Prepare Individual Education Plans (IEP) invitation and IEP progress reports to mail to families and staff
• Maintains data and produces department reports weekly, monthly, quarterly and/or yearly, as needed
• Coordinate substitutes when needed
• Other duties as assigned

Competencies

COMPETENCIES:
To perform the job successfully, an individual should demonstrate the following competencies:
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Interpersonal Skills - Keeps emotions under control; Remains open to others' ideas and tries new things. Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Conserves organizational resources.
Oral and Written Communication - Listens and gets clarification; Responds well to questions; Participates in meetings; Read and comprehend written and verbal instructions. Writes clearly and informatively.
Computer Skills – To perform this job successfully, an individual should have strong knowledge of computer operating systems.
Customer Service – Maintains professional demeanor when dealing with difficult or emotional situations; Responds promptly to staff, student and public needs; Solicits feedback to improve service; Responds to requests for service and assistance.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions. Meets commitments, Follows policies and procedures.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Attendance/Punctuality - Is consistently at work and on time; Arrives at meetings and appointments on time.
Teamwork - Exhibits objectivity and openness to others views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests.

Working Conditions and Physical Demands

WORKING CONDITIONS AND PHYSICAL DEMANDS:
The environmental factors described here are representative of those that may be present in the workplace while the employee performs the essential functions of this job.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, grasp or feel; reach with hands and arms; push and pull, and talk, hear and smell. The employee is occasionally required to stoop, kneel, or crouch. Employees in this position may encounter prolonged sitting and/or standing. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. This position may require working with a diverse group of individuals.
This position may require working with students of all ages as well as parents and staff. Employees in this position may encounter stressful situations where a professional attitude will be required. Multi-tasking is essential as deadlines and frequent interruptions are common.

Qualifications

QUALIFICATIONS:

• Knowledge of record keeping and filing systems
• Experience with Google Suites: GoogleMeets, Google Docs, Google Spreadsheets, Google Presentations
• Must have excellent grammar, spelling, and punctuation skills
• Excellent telephone skills
• Must operate standard office equipment.
• Ability to relate effectively to diverse population
• Ability to inspire confidence and obtain the cooperation of students, parents, teachers and the public

EDUCATION AND EXPERIENCE:

• Some college preferred
• Two or more years administrative/executive admin./secretarial/clerical experience, including computer data input and retrieval.
• Proficiency in Google Suite

Salary/Benefits

SALARY RANGE - 40K - 50K commensurate with experience

Link to District/Third Party Online Application Web Page