Administrative Assistant

Student Records Administrative Assistant

Provides administrative, data management, and compliance support to ensure accurate special education data across all member districts. This role supports operational systems and staff coordinator to maintain compliance with state and federal requirements.

Essential Functions

• Special Education Compliance and Due Process Support
• Provide administrative support to Special Education Leadership
• Maintain organized and compliant student records in accordance with state and federal requirements
• Data Management & Reporting
• Maintain accurate student data across all member districts and schools
• Coordinate the annual December 1 Child Count process, including:
• Collecting and compiling district data
• Comparing state-generated reports for accuracy
• Identifying and reconciling discrepancies with district staff
• Finalizing and distributing reports to leadership
• Compile and submit required data for state reporting, including STAR Reporting Systems and Database Management
• Maintain and update special education data systems and forms, including educator assignments, grade rollovers, and instructional calendars
• Liaison for support, troubleshooting, custom reports, special requests
• Ensure system accuracy and alignment with district and state requirements
• Staff Support & Coordination
• Coordinate logistics for professional development activities, including registration, communication, materials preparation, attendance tracking, and CEU documentation
• Maintain accurate records of staff participation in PBEC-sponsored trainings
• Professional learning hours submissions to member districts
• Personnel Data Support
• Maintain and update staff directories and communication lists for PBEC and member district special education staff
• Generate and distribute annual evaluation documentation
• Board and Organizational Support
• Serve as administrative support for PBEC Executive Board and Board of Delegates meetings, including agenda preparation, meeting coordination, and documentation
• Office Operations
• Collaborate with Special Education Leadership to ensure efficient office operations and consistent procedures
• Provide front office support, including answering phones and assisting visitors
• Manage internal office functions such as maintaining shared resources in accordance with established guidelines
• Other Duties
• Perform additional duties as assigned to support cooperative operations and special education services

Required Qualifications

• 1-3 years administrative or office experience, preferably in an educational setting
• Proficiency in word processing, spreadsheets, and database systems
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and complete timelines
• Knowledge of and adherence to data privacy and confidentiality requirements