Special Education Administrative Assistant

Responsibilities

1. Administrative & Clerical Support

• Provide direct administrative and secretarial support to the Director of Special Education and department staff
• Prepare correspondence reports agendas and official documentation
• Manage calendars appointments and daily office operations
• Record and maintain minutes for department meetings

1. Student Records Management & File Creation

• Create and maintain special education student records in compliance with district state and federal regulations
• Organize and file documentation including IEPs evaluation reports ARD paperwork and eligibility records
• Ensure strict confidentiality and secure handling of all student information

1. Records Requests & Transfers

• Request student records from previous schools or districts upon enrollment
• Process and transmit records to receiving schools districts or authorized agencies
• Maintain logs of all incoming and outgoing records
• Ensure compliance with FERPA and Texas records management procedures

1. Data Entry & Reporting

• Enter and maintain accurate student data in district systems (e.g. PEIMS and special education software)
• Generate reports for administrative use and state reporting requirements
• Review data for accuracy and completeness

1. Communication & Customer Service

• Serve as a primary point of contact for parents staff and external agencies
• Answer and route phone calls; respond to inquiries in a timely and professional manner
• Greet and assist visitors while maintaining a professional office environment

6. SHARS Medicaid Billing Support

• Assist with SHARS (School Health and Related Services) Medicaid billing processes
• Collect review and organize required documentation for reimbursement
• Verify service logs and provider documentation for accuracy
• Support timely submission of billing data
• Maintain compliance with state and federal Medicaid guidelines
• Assist with audits and documentation requests

7. Office Management & Organization

• Maintain organized electronic and paper filing systems
• Sort and distribute incoming mail and documentation
• Monitor and order office supplies as needed

8. Budget & Financial Support

• Assist with purchase orders and budget tracking
• Maintain financial records and monitor expenditures

9. Collaboration & Staff Support

• Support teachers diagnosticians and special education staff with documentation and processes

10. Other Duties

• Perform additional duties as assigned
• Effectively manage multiple priorities in a fast-paced environment

Why Join Our District
4-Day School Week
Small School Atmosphere
Strong Community Support
Competitive Salary and Benefits
Retention Stipends

Required Experience:

Junior IC