Special Education Administrative Assistant

Plainwell Community Schools; Plainwell (MI); On-site; USD 34,000 - 52,000; Full time

Job summary

Plainwell Community Schools is seeking an Administrative Assistant for the Special Education Department. The role supports the Director of Special Education, ensuring accurate data, timely reports, and strict confidentiality in handling sensitive student information.

Key responsibilities include processing enrollments/withdrawals for SPED students, maintaining records, and coordinating with staff to resolve issues while adhering to district policies.

Qualifications

• Demonstrated ability to communicate clearly and professionally.
• Experience handling detailed reports and confidential information.
• Strong organizational skills and accuracy in data entry.
• Ability to multi-task and prioritize tasks in a school setting.

Responsibilities

• Assures the smooth, efficient and accurate operation of the Special Education Department.
• Adheres to district policies and maintains confidentiality.
• Maintains and submits accurate special education data and reports on time.
• Processes student enrollment/withdrawal related to special education.
• Coordinates records and file systems for special education students.

Skills

Excellent communication

Public relations skills

Experience with detailed reports

Multi-tasking

Organization and accuracy

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