Special Education Administrative Analyst

Special Education Administrative Analyst

Henry County Public Schools District Administration Building - Martinsville, Virginia Open in Google Maps

This job is also posted in Henry County Public Schools

Starting Date: Immediately

JOB TITLE:
Special Education Administrative Analyst

IMMEDIATE SUPERVISOR: Director of Special Education and Related Services

GENERAL DESCRIPTION: Performs intermediate skilled clerical work performing a variety of typing, data entry and general office assistance tasks; prepares and maintains fiscal and related records; does related work as required. Work is performed under regular supervision.

ESSENTIAL FUNCTIONS:

• Provides professional customer service and administrative support to students, parents, staff, and the public; answers telephone calls, receives visitors, responds to inquiries, and communicates information appropriately.
• Maintains accurate, organized, and confidential digital and physical records in accordance with established procedures and applicable requirements.
• Prepares correspondence, reports, schedules, notices, forms, presentations, and other departmental materials using a variety of sources and formats.
• Processes incoming and outgoing mail, materials, and communications; maintains files, mailing lists, indexes, and related administrative records.
• Demonstrates proficiency with Microsoft Office applications, Google Drive, and specialized electronic recordkeeping systems.

State Compliance and Reporting

• Assist leadership in compiling data for scheduled and annual state reports.
• Monitor compliance timelines for student evaluations and program audits.
• Extract system data to verify state data dashboard metrics.

Financial Operations

• Coordinates the ordering, inventory, distribution, and secure management of assessment materials and testing protocols; processes purchase orders and verifies vendor deliveries for the Special Education Department.
• Supports departmental financial and grant administration by monitoring budgets and expenditures, processing reimbursements, timesheets, purchase orders, and related financial documentation.
• Coordinates professional development requests and scheduling and maintains, tracks, and routes vendor agreements, contracts, and MOUs for appropriate review and approval.

Special Education Records Management

• Coordinates special education meetings and maintains department calendars, ensuring meeting notices and related documentation are generated, distributed, and tracked in accordance with required state and federal timelines.
• Provides administrative support for the Special Education Department by maintaining accurate student records, IEP documentation, correspondence, schedules, reports, and other departmental records.
• Utilizes specialized special education electronic record systems to enter and maintain student information, upload and manage documents, monitor student status, and support accurate and timely IEP recordkeeping.
• Processes incoming and outgoing student records and file transfers, ensuring the secure handling and appropriate transmission of confidential information between educational institutions.
• Maintains strict confidentiality of student and departmental information in compliance with FERPA and other applicable state and federal requirements.
• Reviews, verifies, and audits records and data for accuracy, completeness, and compliance with established procedures and reporting requirements.
• Collects, compiles, and prepares data and documentation for departmental records, reports, and required local and state submissions.
• Supports departmental purchasing and financial processes, including processing invoices and bills, preparing purchase requisitions, requisitioning supplies, posting receipts and disbursements, and preparing periodic financial reports.
• Coordinates routine departmental needs, including work orders, supplies, materials, and other administrative requests.
• Performs other duties and responsibilities as assigned to support the effective and efficient operation of the Special Education Department.

EDUCATION AND EXPERIENCE:

Require High school diploma or GED; general knowledge of standard office practices, procedures, and equipment; proficiency in the use of the Microsoft Office suite of software; excellent oral and written communication skills; ability to type and perform data entry work accurately and at a reasonable rate of speed; ability to operate a variety of data entry and office equipment; ability to establish and maintain effective working relationships with employees and the general public;

ability to follow oral and written instructions; excellent attendance record.

Prefer Minimum of an Associate's degree; 3-5 years accounting or bookkeeping experience; general knowledge of Henry County Schools’ policies, and travel procedures.

General knowledge of special education, Virginia Department of Education and IDEA…