Special Education Administrative Assistant and Records Clerk

Job Description

Position Title:

Special Education Administrative Assistant/Record Clerk

Department: BOE

Evaluation Instrument:
Support Staff Evaluation

Pay Grade:
Non-Classified Salary Scale

Pay Type:

Hourly

Retirement: TRS

Contract Work Year: 240 Days, 8 Hours Per Day (12 month employee)

Reports to:

Special Education Director/Superintendent

• High School Diploma/GED or higher education
• Experience preferred but not required

The Administrative Assistant, Special Education, serves as an Administrative Assistant to the Directors of Special Education. The Administrative Assistant, Special Education performs responsible financial and office work in the Special Education Office involving a considerable degree of independent judgment and initiative.

• Provides clerical assistance to the Directors of Special Education and other department staff as needed.
• Answers phones, greets visitors, answers questions, and provides scheduling support.
• Ensures in the supervisor's absence that requests for action and information are handled or referred in a timely manner.
• Maintains accurate files and records and processing incoming correspondence as instructed.
• Composes correspondence and contracts as directed; secures appropriate signatures, and tracks documents through the approval process.
• Assists in budget and grant development, including submission and modification of online federal grants and maintaining accurate records of expenditures and materials purchased.
• Provides account codes for timecards and absences approved by the Special Education Department (e.g., additional temporary staff, home instructors, job coaches, substitutes, etc.)
• Purchases supplies and equipment and maintains supply inventory.
• Maintains and orders protocols and assessment tools.
• Processes IEP
• Assists with preparation of proposals, reports, presentation materials, forms, flyers, statistical summaries, and other documents and communications.
• Preferred Qualifications – Highly desired education, training, and/or experience that may be helpful in performing the job, if applicable.
• Associate degree or post-secondary coursework in clerical/administrative functions.
  • Knowledge, Skills, and Abilities – May be representative, but not all-inclusive, of those commonly associated with this position.
  • Ability to operate various office machines (computer, telephone, facsimile, copier, etc.).
  • Proficiency in Microsoft Office programs and ability to perform data entry.
  • Excellent interpersonal skills.
  • Ability to function independently and make judgment calls.
  • High level of organizational proficiency and ability to multitask successfully.
  • Ability to interpret and communicate departmental and district policies, rules, and regulations.
  • Ability to compose letters and memoranda.
  • Maintains a high degree of confidentiality on sensitive issues.
  • Demonstrates an understanding and use of differentiation in educational practices to address the achievement gaps.
  • Ability to serve as a positive role model for students, demonstrating responsible and thoughtful behavior. Must be able to work at desk/computer for extended periods of time.
  • Must be able to have repetitive wrist/hand/finger movement to work on computer and/or related office equipment.
  • May be required to grasp, push, reach, or stoop/kneel/crouch.
  • May be required to lift up to 5 pounds.

Revised: 2026