Special Education Administrative Analyst

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 requirements and regulations.

Physical Requirements:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force…