Special Education Secretary

Job Title: Special Education Secretary
Department: Special Education
Reports To: Director of Special Education / Campus Administrator
Employment Status: Non-Exempt / Paraprofessional Support Staff
Calendar: 226 Days

Primary Purpose

Provide confidential clerical organizational and administrative support to the Special Education Department to ensure efficient operation of special education programs compliance documentation ARD processes and communication with campuses staff and parents.

Qualifications

Education/Certification

• High school diploma or GED required
• Associate degree or business/office training preferred

Special Knowledge/Skills

• Strong organizational and clerical skills
• Ability to maintain confidentiality of student records and sensitive information
• Knowledge of special education terminology and processes preferred
• Proficient in Microsoft Office Google Workspace and student information systems
• Strong interpersonal and communication skills
• Ability to manage multiple deadlines and priorities

Experience

• Prior clerical or administrative assistant experience preferred
• Experience in public education or special education setting preferred

Major Responsibilities and Duties

Administrative Support

• Maintain confidential special education records and student files in compliance with FERPA and district procedures.
• Prepare organize and distribute ARD committee documents and notices.
• Schedule ARD meetings and coordinate calendars with staff parents and related service providers.
• Assist with PEIMS and special education data entry as assigned.
• Process purchase orders requisitions and departmental paperwork.
• Maintain accurate records for evaluations referrals and compliance timelines.
• Assist with Medicaid billing documentation or SHARS-related paperwork as assigned.
• Answer phones assist parents and staff and respond to inquiries in a professional manner.
• Prepare correspondence reports spreadsheets and presentations as requested.

Compliance & Documentation

• Monitor timelines for evaluations annual ARDs and compliance requirements.
• Assist with maintaining documentation required by TEA and district procedures.
• Ensure records are filed and retained according to district and state guidelines.

Communication & Collaboration

• Serve as liaison between campuses parents diagnosticians teachers therapists and administrators.
• Support campus staff with special education paperwork and procedural questions.
• Maintain positive and professional working relationships with staff and families.

Supervisory Responsibilities

None.

Working Conditions

Mental Demands

• Ability to work with frequent interruptions
• Maintain emotional control under stress
• Meet deadlines and manage multiple tasks

Physical Demands

• Repetitive hand motions
• Prolonged sitting and computer use
• Occasional lifting and carrying of files and office materials

Required Experience:

Junior IC