Special Education Administrative Assistant (Part-Time)

Sussex Montessori Public Charter School; Seaford (DE); On-site; USD 18,000 - 28,000; Part time

Job summary

Sussex Montessori School is seeking a part-time Special Education Administrative Assistant to support the Special Education Department with scanning, uploading, and maintaining student records in Infinite Campus. The role emphasizes organized, detail-oriented work that ensures IEPs, ESRs, and compliance documents are accurate and timely.

The ideal candidate is dependable, able to follow procedures, and comfortable working within established systems and timelines, with training provided for

Qualifications

• High school diploma or equivalent required.
• Prior experience in school offices, data entry, records management, or compliance-based roles preferred.
• Familiarity with Infinite Campus is a plus but not required (training provided).
• Basic computer proficiency including file management, scanning and creating PDFs, uploading documents to web-based systems.

Responsibilities

• Document scanning and records management for student files, ensuring IEPs, ESRs, and compliance documentation are organized and uploaded.
• Upload scanned documents into Infinite Campus under correct student profiles and categories.
• Verify attachments to IEPs/ESRs/compliance records and flag missing or unclear items.
• Maintain timelines and documentation per FERPA and school policies.
• Communicate status updates and follow procedures with the Special Education Coordinator and Case Managers.

Job description

Job Title: Special Education Administrative Assistant (Part-Time)

Reports To: Special Education Coordinator

Position Summary:

The Special Education Administrative Assistant (Part-Time) supports the Special Education Department by managing, scanning, uploading, and maintaining student special education records in Infinite Campus. This role is critical to ensuring that IEPs, Evaluation Summary Reports (ESRs), progress monitoring data, and compliance documentation are accurately organized, timely uploaded, and maintained in accordance with state and federal requirements.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working within established systems and timelines. This position is well‑suited for someone who enjoys behind‑the‑scenes work that directly supports students, educators, and compliance processes.

Key Responsibilities

• Document Scanning & Records Management
  • Scan special education documents including:
  • Individualized Education Programs (IEPs)
  • Evaluation Summary Reports (ESRs)
  • Progress monitoring data
  • Consent forms, releases, and evaluation paperwork
  • Meeting notices, sign‑in sheets, and compliance documentation
• Ensure scanned documents are clear, complete, legible, and correctly oriented
• Save and label files using established naming conventions
• Organize documents by student, date, and document type

Infinite Campus Data Support

• Upload scanned documents into Infinite Campus under the appropriate student profile and document category
• Verify documents are correctly attached to corresponding IEPs, ESRs, or compliance records
• Cross‑check uploads using provided checklists to ensure all required components are present
• Identify and flag missing, incomplete, or unclear documentation for follow‑up

Compliance & Timeline Support

• Support adherence to special education timelines and documentation requirements
• Assist the Special Education Coordinator with maintaining Indicator 11 and Indicator 13 documentation
• Prepare and organize student records for internal reviews and audits
• Maintain accurate, up‑to‑date digital student files

Communication & Collaboration

• Communicate clearly and professionally with:
  • Special Education Coordinator
  • Special Education Case Managers
  • Associate teachers and related service providers (as directed)
• Provide brief status updates on assigned tasks
• Ask clarifying questions when instructions are unclear
• Communicate professionally over the phone when needed for internal follow‑up

Confidentiality & Professional Practice

• Maintain strict confidentiality of all student records in compliance with FERPA and school policies
• Handle sensitive information with professionalism and discretion
• Follow all internal procedures related to student data access, storage, and security

Qualifications

• High school diploma or equivalent required
• Prior experience in school offices, data entry, records management, or compliance‑based roles preferred
• Familiarity with Infinite Campus is a plus but not required (training provided)
• Basic computer proficiency, including:
  • File management and organization
  • Scanning and creating PDFs
  • Uploading documents to web‑based systems
• Strong organizational skills and exceptional attention to detail
• Clear verbal and written communication skills
• Ability to follow written procedures, checklists, and timelines accurately
• Dependable, punctual, and able to work independently once trained
• Demonstrated ability to maintain confidentiality and professional judgment

Physical Requirements

• Ability to sit or stand for extended periods while working at a computer
• Ability to lift and move files, binders, or boxes of documents as needed
• Ability to perform repetitive tasks such as scanning and data entry with accuracy

About Sussex Montessori School

Sussex Montessori School was approved as a charter school by the Delaware Department of Education in April 2018 and is currently serving grades K through 4. One grade per year will be added to eventually serve children in grades K through 6. The Sussex Montessori School Board believes that the creation of a Montessori public school in Sussex County, DE will improve student learning, allow for greater choice for parents, and serve as a model for alternative approaches to education by providing a proven and innovative teaching and learning environment.

The mission of Sussex Montessori School is to nurture the development of empathetic, collaborative, persistent and innovative global and community citizens in accordance with the time‑tested philosophy of Maria Montessori, through authentic personalized learning experiences, respectful relationships, opportunities to innovate, and a focus on global citizenship.

The school is located in Seaford, Delaware, which is a diverse rural area with a thriving Hispanic population as well as growing Haitian community.

Notes

• Criminal background check is required.
• This job description is not intended to be an all‑inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position's key duties and responsibilities and follow any other instructions as defined by his/her supervisor.
• Tuberculin Test within the last 5 years.

Equal Employment Opportunity

Sussex Montessori School is an Equal Opportunity Employer, which encourages applications from minority group members, women, individuals with disabilities and veterans.