Special Education Administrative Assistant

Region 8 ESC; Omaha (TX); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

4-Day Week

Small School

Community Support

Salary & Benefits

Retention Stipends

Job summary

Pewitt CISD in Omaha, Texas seeks a Special Education Administrative Assistant to provide direct administrative support to the Director of Special Education and department staff, manage calendars, prepare documentation, and maintain records.

Responsibilities include handling SHARS Medicaid billing support, student records management, data entry in PEIMS systems, and collaboration with teachers and staff in a fast-paced district environment.

Qualifications

• Citizenship, residency or work visa required.

Responsibilities

• Provide direct administrative and secretarial support to the Director of Special Education and department staff.
• Prepare correspondence, reports, agendas, and official documentation.
• Manage calendars, appointments, and daily office operations.
• Record and maintain minutes for department meetings.
• Create and maintain special education student records in compliance with district, state, and federal regulations.
• Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records.
• Ensure strict confidentiality and secure handling of all student information.
• Request student records from previous schools or districts upon enrollment.
• Process and transmit records to receiving schools, districts, or authorized agencies.
• Maintain logs of all incoming and outgoing records.
• Ensure compliance with FERPA and Texas records management procedures.
• Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software).
• Generate reports for administrative use and state reporting requirements.
• Review data for accuracy and completeness.
• Serve as a primary point of contact for parents, staff, and external agencies.
• Answer and route phone calls; respond to inquiries in a timely and professional manner.
• Greet and assist visitors while maintaining a professional office environment.
• Assist with SHARS Medicaid billing processes.
• Collect, review, and organize required documentation for reimbursement.
• Verify service logs and provider documentation for accuracy.
• Support timely submission of billing data.
• Maintain compliance with state and federal Medicaid guidelines.
• Assist with audits and documentation requests.
• Maintain organized electronic and paper filing systems.
• Sort and distribute incoming mail and documentation.
• Monitor and order office supplies as needed.
• Assist with purchase orders and budget tracking.
• Maintain financial records and monitor expenditures.
• Support teachers, diagnosticians, and special education staff with documentation and processes.
• Perform additional duties as assigned.
• Effectively manage multiple priorities in a fast-paced environment.
• 4-Day School Week
• Small School Atmosphere
• Strong Community Support
• Competitive Salary & Benefits
• Retention Stipends

Job description

Special Education Administrative Assistant

Pewitt Consolidated Independent School District Pewitt CISD - Omaha, Texas Open in Google Maps

Job Details

Job ID: 5928861
Application Deadline: Posted until filled
Posted: Sep 15, 2026 5:00 AM (UTC)
Starting Date: To Be Determined

Job Description

Administrative & Clerical Support

• Provide direct administrative and secretarial support to the Director of Special Education and department staff
• Prepare correspondence, reports, agendas, and official documentation
• Manage calendars, appointments, and daily office operations
• Record and maintain minutes for department meetings

Student Records Management & File Creation

• Create and maintain special education student records in compliance with district, state, and federal regulations
• Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records
• Ensure strict confidentiality and secure handling of all student information

Records Requests & Transfers

• Request student records from previous schools or districts upon enrollment
• Process and transmit records to receiving schools, districts, or authorized agencies
• Maintain logs of all incoming and outgoing records
• Ensure compliance with FERPA and Texas records management procedures

Data Entry & Reporting

• Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software)
• Generate reports for administrative use and state reporting requirements
• Review data for accuracy and completeness

Communication & Customer Service

• Serve as a primary point of contact for parents, staff, and external agencies
• Answer and route phone calls; respond to inquiries in a timely and professional manner
• Greet and assist visitors while maintaining a professional office environment

6. SHARS Medicaid Billing Support

• Assist with SHARS (School Health and Related Services) Medicaid billing processes
• Collect, review, and organize required documentation for reimbursement
• Verify service logs and provider documentation for accuracy
• Support timely submission of billing data
• Maintain compliance with state and federal Medicaid guidelines
• Assist with audits and documentation requests

7. Office Management & Organization

• Maintain organized electronic and paper filing systems
• Sort and distribute incoming mail and documentation
• Monitor and order office supplies as needed

8. Budget & Financial Support

• Assist with purchase orders and budget tracking
• Maintain financial records and monitor expenditures

9. Collaboration & Staff Support

• Support teachers, diagnosticians, and special education staff with documentation and processes

10. Other Duties

• Perform additional duties as assigned
• Effectively manage multiple priorities in a fast-paced environment

Why Join Our District?

• 4-Day School Week
• Small School Atmosphere
• Strong Community Support
• Competitive Salary and Benefits
• Retention Stipends

Position Type: Full-Time

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Lee Ann Corbin , Superintendent
• Pewitt CISD
• Phone: [phone]
• Email: [e-mail]