Special Education Administrative Assistant

Allegan Area ESA; Michigan; On-site; USD 32,000 - 45,000; Full time

Job summary

The Allegan Area ESA is seeking a Special Education Administrative Assistant to support the Director of Special Education with meticulous, confidential duties and timely reporting. The role requires strong communication, organization, and multi-tasking skills to handle detailed data, enrollment records, and records requests in a school setting.

Attention to deadlines and confidentiality are essential, with duties spanning logs, correspondence, data submissions to the district/state, and

Qualifications

• High School Diploma required.
• Associate Degree in a related field preferred.
• Excellent communication and public relations skills.
• Experience in working with detailed reports.
• Previous school secretarial experience preferred.
• Ability to multi-task and prioritize tasks.

Responsibilities

• Assures the smooth, efficient and accurate operation of the Special Education Department.
• Adheres to district policies.
• Demonstrates effective interpersonal relationship skills with staff and visitors.
• Maintains confidentiality with ethical behavior expected of professionals.
• Selects appropriate channels for resolving concerns.
• Communicates clearly in writing and verbally.
• Uses email professionally and maintains logs of calls.
• Works with all levels of school personnel and responds to requests promptly.
• Maintains and submits accurate special education data and reports to district/state.
• Processes student enrollment and withdrawal for special education students.
• Requests records for new students and forwards records for withdrawals.
• Maintains permanent long-term record data for special education students.
• Performs confidential file notifications and destruction per policies.
• Demonstrates knowledge of IDEA documentation and reporting requirements.
• Notifies case managers when reports are incomplete or untimely.
• Maintains computerized student management system and confidential files.

Skills

Excellent communication

Public relations skills

Attention to detail

Organization

Multi-tasking

Prioritize tasks

Education

High School Diploma

Associate Degree preferred

Job description

The Special Education Administrative Assistant is responsible for working in an administrative support role to the Director of Special Education. This position requires extraordinary attention to detail and follow-through to meet deadlines and commitments. It also requires significant confidentiality responsibilities.

PERFORMANCE RESPONSIBILITIES:

• Assures the smooth, efficient and accurate operation of the Special Education Department.
• Adheres to district policies.
• Demonstrates effective interpersonal relationship skills by greeting all staff and visitors courteously and attempting to meet their needs to the best of his/her ability.
• Uses discretion and maintains the same level of ethical behavior in handling situations requiring confidentiality as that which is expected of fully licensed professionals.
• Selects appropriate channels for resolving concerns/problems.
• Demonstrates effective communication skills by speaking clearly, expressing ideas logically and giving clear, explicit explanations.
• Uses written communication, including email, appropriately and professionally.
• Works effectively with all levels of school personnel by interacting positively with staff.
• Places and answers calls appropriately, records messages, maintains a log of calls when appropriate and returns phone calls promptly.
• Maintains and submits accurate special education data and reports for the school, the district, and the State in a timely manner.
• Processes student enrollment and withdrawal relating to special education students.
• Requests records for new students and forwards records of withdrawing students to receiving district relating to special education students in accordance with current district, State and Federal requirements.
• Maintains permanent long-term record data for special education students.
• Performs confidential file notifications and destruction in accordance with district policies and procedures.
• Demonstrates knowledge of special education rules and regulations related to documentation and reporting.
• Notifies case managers and the Special Education Director when IDEA documentation, data reports, or required special education reports are incomplete or untimely.
• Maintains computerized special education student management system and a regular filing system, as well as a set of confidential student files, and processes incoming correspondence as directed.

MINIMUM QUALIFICATIONS:

• High School Diploma required, Associate Degree in a related field preferred
• Excellent Communication and Public Relations Skills
• Experience in working with detailed reports
• Previous school secretarial experience preferred
• Ability to multi-task and prioritize tasks
• Organization and accuracy a must