Administrative Assistant to Special Education Director

Administrative Assistant To The Special Education Director

The Administrative Secretary to the Special Education Director provides comprehensive administrative and clerical support to the Special Education Department, ensuring efficient office operations and compliance with legal, financial, and administrative requirements. This role involves managing data, preparing reports, coordinating meetings and events, maintaining records, handling communication with internal and external stakeholders, and supporting budgetary processes. The Administrative Secretary plays a critical role in facilitating smooth operations within the department, supporting the Special Education Director, and assisting in the effective delivery of services to students and staff.

Essential Functions:

• Data Management & Reporting:
  Compile and analyze data from various sources (e.g., state reports, budget reports, specialized reports) to ensure compliance with financial, legal, and administrative requirements. Prepare, review, and finalize a variety of documents, including correspondence, agendas, minutes, state reports, and bulletins, ensuring compliance with established guidelines.
• Project & Program Coordination:
  Coordinate departmental projects, meetings, in-service days, workshops, and travel arrangements to ensure smooth operation and adherence to established guidelines. Work with contracting companies to ensure coverage and support for the department's activities.
• Communication & Liaison:
  Respond to inquiries from internal and external parties (e.g., staff, parents, students, public agencies), providing information, facilitating communication, and directing to appropriate personnel when necessary. Serve as liaison for the department, relaying information between staff, parents, and outside agencies. Represent the Special Education Director in their absence, conveying information and facilitating communication.
• Clerical & Administrative Support:
  Perform general clerical duties (e.g., scheduling, filing, copying, faxing, data entry, answering phones) to support office operations. Complete ePARs as directed for department needs. Prepare correspondence, reports, and other documents from rough drafts, notes, or tapes, ensuring accuracy in grammar, spelling, punctuation, and content.
• Document & Record Maintenance:
  Maintain electronic and manual files (e.g., student special education files, budget data, department staffing) in compliance with legal and administrative requirements. Create and maintain the special education organizational chart to ensure clarity throughout the district.
• Meeting & Event Coordination:
  Plan and arrange meetings, conferences, and workshops, ensuring all logistical details (e.g., location, travel, materials) are in place. Attend and take minutes at meetings, providing administrative support as needed.
• Financial & Budget Management:
  Monitor department purchase orders and reconcile account balances to ensure compliance with budgetary and financial guidelines. Track departmental budgets, monitor expenditures, and prepare reports for supervisors or assigned staff.
• Personnel & Staff Support:
  Assist in the orientation of new site personnel, ensuring effective integration into the special education department. Provide administrative support to assigned staff, including composing correspondence, summarizing reports, and resolving issues within the scope of the role.
• Administrative Support for Supervisor:
  Provide high-level administrative and secretarial support to the Special Education Director and assigned staff, including composing replies to correspondence, summarizing reports, and addressing issues within the scope of the position. Manage calendars, schedule meetings, and make travel arrangements, ensuring efficient use of the director's time and resources.
• Miscellaneous Responsibilities:
  Procure supplies and materials to maintain necessary resources for the department. Prepare and distribute materials such as manuals, notices, and agendas, requiring specialized knowledge of the department's functions.

Training and

Experience:

High School Diploma. Experience in a clerical position. Two or more years of secretarial/clerical experience preferred. Experience/knowledge of general accounting practices preferred. Knowledge of:
Google Drive applications General Office procedures. Basic Computer skills.

Physical Requirements:

Positions in this class typically require: climbing, crawling, stooping, kneeling, crouching, standing, walking, pushing, reaching, lifting, feeling, talking, hearing, seeing, and repetitive motions. Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. The noise level in the work environment is usually moderate.

The physical demands…