Special Education Administrative Assistant

• Position Type:
  Support Staff
• Date Posted: 10/20/2026
• Location:
  
  DISTRICT WIDE

Job Title: Administrative Assistant – Special Education Department

Department: Special Education

Reports To: Supervisor of Special Education / Director of Special Education

Location: District Administration / K–12 Buildings

FLSA Status: Non-Exempt

Provides comprehensive administrative, data-management, records, compliance, and operational support to the Special Education Department. Maintains accurate Special Education student and program information; coordinates documentation, reporting, referrals, enrollment, and placement processes; supports fiscal and purchasing functions; and assists the Supervisor of Special Education with scheduling, communications, caseload management, and day-to-day department operations. Handles confidential student and personnel-related information with discretion and helps ensure that department processes and records are accurate, complete, and submitted within required timelines.

• Maintain and update Special Education student information in Sapphire and other district-approved systems, spreadsheets, logs, and databases, including IEP and reevaluation information and student records.
• Monitor enrollment and placement information for accuracy; support new Special Education student enrollment by contacting relevant staff, requesting records from prior schools, and preparing and distributing required NOREPs and related documentation as directed.
• Maintain Special Education teacher caseloads based on teacher input and Supervisor approval; enter caseloads in IEP Writing software and update changes throughout the school year.
• Maintain student records and electronic files, upload Special Education records for K–12 students to the district's Doc Center, process records requests, and retain records in accordance with applicable law and district procedures.
• Maintain the MDE log and other assigned tracking tools to support accurate records and follow-through.

• Track Special Education referral and evaluation process components for procedural compliance, including monitoring timelines, issuing PTES documentation, and communicating with families and staff about process steps as directed.
• Review Special Education documents for administrative and procedural completeness; return documents to staff for correction when needed and verify that relevant information is accurately reflected in Sapphire.
• Coordinate and prepare assigned state and district reporting, including Act 16 reporting, December 1 reporting, and exits/transitions reporting, according to required timelines.
• Assist with PASA KITE uploads as needed and support other assigned monitoring, audit, or compliance documentation requests.
• Coordinate paperwork for graduate students and student exits.

• Coordinate administrative communication for new students with placements and school staff; request records and follow up with placements to obtain required documents.
• Prepare demographic PIFs for students placed through IU programs and coordinate related placement paperwork; route related-service or feeding-team referral requests to the appropriate staff member as applicable.
• Track out-of-district students and maintain accurate enrollment, IEP, reevaluation, and placement documentation.
• Coordinate assigned early-intervention documentation and CTC documents/referrals, and assist the registration office and Home and School Visitor with Special Education cases as requested.
• Coordinate transportation-related administrative processes for Special Education students.