Administrative Assistant III

Salary Grade: Classified Schedule E

FLSA Status: Exempt

The Administrative Assistant III to the Director of Special Education performs advanced clerical operational financial and confidential administrative duties designed to maximize the efficiency and effectiveness of the Director of Special Education and the Special Education Department. This position requires comprehensive knowledge of Special Education operations applicable federal and state laws and regulations and School Board policies as well as the ability to communicate and interact professionally equitably and effectively with students families staff outside agencies and community stakeholders.

Serving as the primary administrative point of contact for the Special Education Department the Administrative Assistant provides comprehensive operational support by coordinating departmental communications maintaining confidential student and personnel records scheduling meetings and compliance activities preparing reports and correspondence supporting budget and purchasing functions and assisting with departmental initiatives. This position plays a critical role in ensuring accurate efficient and responsive departmental operations while maintaining the confidentiality and integrity of sensitive student personnel and program information in accordance with applicable laws and regulations.

• Coordinate departmental meetings professional learning activities compliance meetings and special education events by managing logistics preparing materials recording minutes and ensuring timely communication with participants.
• Maintain confidential student personnel and departmental records in accordance with federal state and local regulations including FERPA requirements and special education records management procedures.
• Support the implementation and monitoring of special education programs and services by maintaining documentation tracking deadlines organizing compliance materials and assisting supervisors with operational needs.
• Serve as the primary point of contact for the Special Education Department by responding to inquiries from staff families schools outside agencies and community partners providing professional timely customer service.
• Coordinate communication between the Director supervisors schools staff families and external partners by preparing correspondence reports notifications and other departmental communications.
• Manage scheduling responsibilities for the Director and supervisors including meetings conferences evaluations eligibility meetings and other departmental activities requiring coordination across multiple stakeholders.
• Assist with the preparation organization and submission of required local state and federal reports by gathering data maintaining records compiling information and monitoring required timelines.
• Support budget and purchasing operations by preparing requisitions purchase orders financial documents inventory records and other administrative materials necessary for departmental operations.
• Maintain departmental databases tracking systems organizational records staff directories and program documentation to ensure accuracy and accessibility of information.
• Coordinate administrative processes related to special education staffing including documentation onboarding support personnel records training records and communication with Human Resources and school administrators.
• Assist with the coordination of professional development workshops trainings and department initiatives by managing registrations materials schedules and participant communication.
• Organize and maintain efficient office procedures recommend process improvements manage workflow and support the effective use of technology and administrative systems.
• Perform other duties as assigned by the Director of Special Education to support the efficient operation of the department and the successful implementation of services for students with disabilities.
• Performs other duties as assigned.

• Honesty
• Integrity
• Ethical
• Equity Minded
• Emotional Intelligence
• Cultural Competence
• Safety
• Quality

• Models Excellent Customer Service
• Thinks Strategically
• Shows Initiative
• Acts Decisively
• Communicates Effectively
• Works Collaboratively
• Resolves Conflict Proactively

• Technical Capabilities
• Computer Literacy
• Data Analysis and Management
• Fiscal Planning and Management
• Project Management
• Strategic Planning

• Associates Degree or Equivalent required
• Bachelors Degree preferred
• 3-4 years of office management bookkeeping and clerical experience preferred

• None

• Reliable transportation necessary
• Minimal travel within the City of Lynchburg as needed to support schools and HR programs
• Minimal travel outside of the City of Lynchburg as needed