Special Education Administrative Assistant

The Illinois Association of School Administrators; Cahokia (IL); Hybrid; USD 34,000 - 48,000; Full time

Job summary

The Illinois Association of School Administrators seeks a dedicated Special Education Administrative Assistant to support the Director of Special Education and the department's secretaries. This role coordinates recordkeeping, file management, and documentation for IEPs, attendance, and compliance processes.

Responsibilities include processing and merging eligibility files, managing student records, and preparing teacher and related service files for required state reporting.

Qualifications

• College coursework in business and/or related field.
• 2–3 years of secretarial or office management experience.

Responsibilities

• Support Director of Special Education and department staff.
• Maintain and organize student and staff files with confidentiality.
• Process and track IEPs, rosters, and related compliance documents.
• Prepare letters, memos, and notices as requested.
• Coordinate data and reports for state and district requirements.

Skills

Office management experience

English proficiency

Math skills

Education

College coursework in business or related field

Tools

Google Workspace

Job description

Special Education Administrative Assistant

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Duties

REPORTS TO:
The Special Education Administrative Assistant is directly responsible to the Director of Special
Education or designee

SUPERVISES:
Assists Director with training and oversight for Special Education Secretaries

A. Evaluation Process

• 1. Merge / Type Eligibility reports
• 2. Create Special Education student file
• 3. Create and send teacher / related service personnel files
• 4. Maintain master list and update monthly
• 5. Run data reports for compliance as requested by the Director

B. Student Files

• 1. Follow up on records requests for new or move-in students
• 2. Create and send teacher files for new or move-in students
• 3. Verify documents for records requests received from student or legal guardian
• 4. Verify documents for records requests received via legally executed release of information form
• 5. Verify documents for records requests received from other school districts
• 6. Assist with registration as needed
• 7. Manage Destruction of Files

• a. File annual request to the state
• b. Print appropriate notices in the news media
• c. Oversee collection of files to be destroyed
• d. Verify accuracy of list prior to destruction of files
• e. Liaison with shredding company for destruction of files and all other confidential information being purged

• 8. Teacher file collection

• a. Oversee collection and organization of all teacher files at the end of the school year
• b. Oversee organization of teacher files prior to start of the new year according to new rosters
• c. Oversee distribution of teacher files at start of new year
• d. Maintain records of chain of custody of teacher files

C. IEPs

• 1. Collect IEPs from teachers following annual reviews
• 2. Verify completeness of IEPs submitted following annual reviews
• 3. Liaison with teachers / administration for incomplete IEPs
• 4. Enter all IEPs into IStar after annual reviews
• 5. Enter new IEPs and make necessary changes (according to service change forms) throughout the year
• 6. Run rosters monthly and when requested by Special Education Administration
• 7. Enter appropriate special education information into Skyward
• 8. Enter address and phone number changes into IStar following Skyward notification

D. Progress Reports

• 1. Follow up with teachers who have not submitted quarterly progress reports
• 2. Disseminate quarterly progress reports to administrators for review

E. SSI / Other Information Requests

• 1. Receive SSI and other information requests regarding students
• 2. Distribute SSI questionnaires to appropriate staff
• 3. Collect and copy questionnaires completed by staff
• 4. Copy MDC, IEP, and other requested information from the student file
• 5. Compile packet and submit to SSI
• 6. Maintain file of all information sent to SSI
• 7. For requests other than SSI (ie rating scale from a doctor’s office), secure an current release of information form
• 8. Distribute collection form(s) to appropriate staff
• 9. Collect and copy forms completed by staff
• 10. Compile information and send to requesting party per release
• 11. Maintain file of all information sent

G. Back up Social Work services

• 1. Coordinate back up schedule
• 2. Serve as call center for back up services
• 3. Contact Social Worker for appropriate response

H. Notification of Conference

• 1. Type all notice of conference forms for all IEP, Eligibility, MDR, etc. meetings throughout the year

I. OT / PT referrals

• 1. Receive requests for screening referrals
• 2. Send appropriate forms to requesting party
• 3. Oversee collection of completed referral forms
• 4. Oversee distribution of completed referral forms to OT / PT staff

J. Special Education Department Clerical Support

• 1. Type letters / memos as requested
• 2. Send correspondence as requested
• 3. Creating binders, materials for professional development, etc.) as requested
• 4. Register staff for professional conferences and workshops when requested
• 5. Maintain file of professional conferences and workshops attended
• 6. Receive phone calls and take messages for staff
• 7. Maintain test kits and protocols for related service personnel
• 8. Prepare and maintain Special Education forms

K. Supplies

• 1. Process Purchase Order Requests
• 2. Order supplies
• 3. Oversee organization and maintenance of supplies

L. Field Trips

• 1. Process documents and payments for field trips
• 2. Maintain files of field trips attended by / paid for by Special Education Department

M. Oversee Maintenance of Department Documentation

• 1. Threat of Violence – Maintain binder of follow-up forms
• 2. CDPU – Maintain binder of agendas, sign-in sheets, CDPU forms for all PD
• 3. Meetings – Maintain file of agendas and sign-in sheets for all department meetings
• 4. CPI – Maintain Spreadsheet and file/binder of sign-in sheets and record of trained staff
• 5. Maintain Spreadsheet of use of WalMart POs

N. Complete and submit all necessary attendance and other student information reports to the state

O. Oversee Special Education Secretaries’ duties to ensure smooth office operations

P. Any other duties and/or responsibilities as assigned by the Director of Special Education or designee

Qualifications

A. College level coursework in business and/or special education or related field

B. 2-3 years of secretarial or office management experience

C. Proficiency with Google Workspace

D. Proficiency in standard English language skills and math skills