Student Services Administrative Assistant

DuPage ROE; Wheaton (IL); On-site; USD 40,000 - 45,000; Full time

Job summary

A leading educational institution is seeking a Special Education Secretary to support the administration of special education services. The role involves welcoming visitors, maintaining student data, scheduling meetings, and performing various clerical tasks. Ideal candidates will have strong organizational skills, excellent communication abilities, and relevant experience in a school setting.

Qualifications

• Two years of post-secondary training and five years job experience as a secretary.
• Excellent verbal and written communication skills.

Responsibilities

• Welcomes visitors and assists with questions related to special education.
• Maintains special education data in student management system.
• Schedules special education meetings and transportation for students.

Skills

Good office skills

Excellent verbal communication

Strong organizational skills

Bilingual skills

Education

High school diploma

Two years of post-secondary training

Job description

Position Type:
Secretarial/Clerical/ Special Education Secretary

Date Posted:
5/12/2025

'); 'Location:
District Office

Date Available:
June 2025

District:
Addison Elementary School District 4

High school diploma

Good office skills including advanced typing, filing, and computer skills

Excellent verbal and written communication skills

Strong organizational skills and ability to work accurately with details and records

Two years of post-secondary training and five years job experience as asecretary; or five years successful employment as a schoolsecretary within this District or in another public school district

Bilingual skills helpful

Welcomes visitors and assist with any questions related to special education.

Answers telephone, takes messages and forwards messages.

Performs secretarial tasks.

Opens and distributes mail.

Copies and distributes referral information and evaluation reports to appropriate agencies and staff.

Maintains special education data in student management system.

Maintains tracking sheet of special education students for each school.

Schedules special education meetings for the special education staff and sends notices to each person involved in the meetings notifying them of date, time, and place.

Schedules translators for all bilingual conferences and sends email of confirmation.

Schedules special education transportation for students and keeps updated transportation data base.

Compiles and keeps updated class lists and staff caseloads on computer for all special education programs both in and out of the District.

Maintains up-dated special education student information in IEP management program.

Assists in the maintenance of IEP management program.

Maintains supply of forms used for the Student Services Department and special education purposes.

Orders and inventories supplies for the Student Services Department.

Processes purchase orders for tuition, instructional materials and supplies and staff development requests.

Types and compiles reports for the Illinois State Board of Education.

Maintains all grant paperwork related to the Student Services Department.

Starts and maintains Student Services Department files and destroys old files.

Copies and forwards special education records for students entering and leaving the District.

Maintains all records for out-of-district students, including attendance and grade reporting.

Assists in arranging homebound instructional services.

Assumes such other duties and responsibilities as assigned by the Assistant Superintendent and Director of Student Services.

QUALIFICATIONS :

• High school diploma
• Good office skills including advanced typing, filing, and computer skills
• Excellent verbal and written communication skills
• Strong organizational skills and ability to work accurately with details and records
• Two years of post-secondary training and five years job experience as asecretary; or five years successful employment as a schoolsecretary within this District or in another public school district
• Bilingual skills helpful

PERFORMANCE RESPONSIBILITIES:
To assist the Assistant Superintendent and Director of Student Support Services with paperwork so that the Director may devote maximum attention to the central problems of Special Education and its administration. The secretary will:

• Welcomes visitors and assist with any questions related to special education.
• Answers telephone, takes messages and forwards messages.
• Performs secretarial tasks.
• Opens and distributes mail.
• Copies and distributes referral information and evaluation reports to appropriate agencies and staff.
• Maintains special education data in student management system.
• Maintains tracking sheet of special education students for each school.
• Schedules special education meetings for the special education staff and sends notices to each person involved in the meetings notifying them of date, time, and place.
• Schedules translators for all bilingual conferences and sends email of confirmation.
• Schedules special education transportation for students and keeps updated transportation data base.
• Compiles and keeps updated class lists and staff caseloads on computer for all special education programs both in and out of the District.
• Maintains up-dated special education student information in IEP management program.
• Assists in the maintenance of IEP management program.
• Maintains supply of forms used for the Student Services Department and special education purposes.
• Orders and inventories supplies for the Student Services Department.
• Processes purchase orders for tuition, instructional materials and supplies and staff development requests.
• Types and compiles reports for the Illinois State Board of Education.
• Maintains all grant paperwork related to the Student Services Department.
• Starts and maintains Student Services Department files and destroys old files.
• Copies and forwards special education records for students entering and leaving the District.
• Maintains all records for out-of-district students, including attendance and grade reporting.
• Assists in arranging homebound instructional services.
• Assumes such other duties and responsibilities as assigned by the Assistant Superintendent and Director of Student Services.

TERMS OF EMPLOYMENT :
Twelve-month year with salary to be established by the Board of Education. (Salary range: $40,000-$45,000)

EVALUATION :
The Assistant Superintendent and Director of Student Support Services will serve as the evaluator incorporating performance goals.