Administrative Assistant - Special Education

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Administrative Assistant
- Special Education

Clerical/Technical Support Compensation Plan

Pay Grade: 4
Shift Type: Full-Time
Wage/Hour Status: Non-Exempt
Reports To: Executive Director - Special Education

EMPLOYMENT BEGINS: As soon as possible

Provide comprehensive administrative, financial, and operational support to the Executive Director of Special Education and the Special Education Department. Assist with budgeting, purchasing, grant management, payroll, inventory, and logistics to ensure efficient departmental operations and compliance with district, state, and federal requirements.

• Education/Certification
• High school diploma or GED required
• Associate degree or higher preferred

• Three or more years of advanced administrative support experience, preferably in a school district or public-sector environment
• Experience with budgeting, purchasing, and financial processes preferred
• Experience supporting executive-level administrators preferred

• Budget, Purchasing, and Financial Support
• Assist the Executive Director of Special Education with departmental budgeting, expenditure tracking, and financial documentation.
• Prepare, process, and monitor requisitions, purchase orders, and invoices in accordance with district procedures.
• Assist with federal and state grant management, including tracking allowable expenditures and maintaining required documentation for compliance.
• Obtain quotes and bids as required and coordinate purchasing activities with the Purchasing Department.
• Work with Purchasing to establish new vendors and maintain vendor records.
• Process deposits and assist with financial reconciliation as assigned.
• Assist with payroll processing, timekeeping, and verification of employee records for the department.
• Maintain confidential personnel and payroll records in accordance with district policies and legal requirements.
• Order, receive, and distribute instructional and operational supplies for the Special Education Department and campuses.
• Maintenance accurate inventory records of department materials and equipment.
• Coordinate deliveries to campuses and ensure timely and accurate distribution of materials.
• Coordinate travel arrangements, registrations, and reimbursements for department staff in accordance with district guidelines.
• Maintain calendars, schedules, and records for the Executive Director as assigned.
• Prepare correspondence, reports, spreadsheets, and presentations; maintain organized filing systems and records.
• Serve as a primary point of contact for campuses, district departments, vendors, and external stakeholders.
• Respond to inquiries and requests in a professional and timely manner while maintaining confidentiality.
• Facilitate effective communication within the department and with campuses.
• Assist with special projects, initiatives, and department events as assigned.
• Perform other duties as assigned.

None

Mental Demands:

• Frequent interruptions; maintains emotional control under stress
• Works with frequent deadlines and confidential information

Physical Demands/Environmental Factors:

• Prolonged sitting; occasional standing, walking, bending, and lifting of supplies
• Standard office environment

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.