Job Description

Purpose/Summary

To provide confidential secretarial, clerical and administrative support to the Director of Special 
Education; to contribute to the smooth and efficient operation resulting in a maximum positive impact on 
educational environment; to maintain records and materials, manage budgets and spending; to act as an 
overall department lead; to act as a liaison and information conduit among the department, students, 
staff members, parents, and community

Essential Duties and Responsibilities

• Provide administrative support to the Director of Special Education including, but not limited to 
  preparation of presentations, confidential files, tracking, calendar management, correspondence 
  and answering all incoming calls.


• Create, write and generate communications and documents as requested by supervisor.


• Complete scheduling tasks, organizational activities and general functions of the department.


• Plan, coordinate, and execute specialized projects.


• Monitor department budget; generate requisitions and process purchase orders and requisitions; 
  complete invoices; serve as a liaison with vendors as needed.


• Act as a liaison with teachers, administrators, school psychologist and parents/guardian, in 
  communicating effectively and efficiently to manage and maintain timeframes of evaluations and 
  reevaluations reports and other legal documents.


• Process submitted IEP’s and review for accuracy and compliance.


• Process enrollment, placement and withdrawal materials for special education students.


• Responsible for the tracking and submission of district Medical Access data for eligible students.


• Assist with scheduling, management and interviewing of job applicants.


• Create electronic records that comply with State and Federal reporting requirements.


• Assist with the organization of parent/guardian meetings and presentations.


• Fulfill other duties and tasks assigned by supervisor

Education and/or Experience 

High School Diploma, Associates Degree preferred
Minimum two years of experience in related field 

Certifications, Licenses, Registrations

Act 34/151/114/126/168 Clearances/Certifications required 

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 
Reasonable accommodations may be made to enable individuals with disabilities to perform the 
essential functions. The requirements listed below are representative of the knowledge, skill and/or 
ability required.

Knowledge and Abilities

Knowledge of K-12 Education and special education and ability to understand, manage and organize 
resources to support the department. Ability to think critically and problem solve. 

Academic Skills - Ability to learn the use of new technological resources and tools with minimal training. 
Ability to read and understand reports and information pertaining to the area of special education.

Language Skills – Must possess the ability to use the language in both oral and written form. Be able to 
communicate information and ideas in speaking so others will understand. Knowledge of the structure 
and content of the English language including the meaning and spelling of words, rules of composition, 
and grammar. Ability to read, edit and formalize documents for public review and use. Ability to 
communicate effectively with administration, staff, students and parents.

Math Skills – Knowledge of arithmetic, their applications. Ability to use math skills to complete purchase 
orders and budgets. Possess the ability to develop spreadsheets to manage data and maintain 
appropriate timelines for reports.

Technology Skills – Demonstrate competency with up-to-date computer software, including Word 
processing and Excel. Familiarity with web 2.0 tools, online professional development and K-12 Web 
based textbooks and instruction materials. Ability to manage and manipulate large databases of 
information. Be able to generate Power Point presentations. Be able to enter data to generate 
documents related to scheduling and workshop presentations. Knowledge of current office technology 
devices and applications. Ability to understand content in order to organize, manage and communicate 
electronically.

Reasoning Abilities – Ability to problem solve, multi-task and utilize time and resources properly. Ability 
to assist with the organization of synthesized information that is presented to the educational staff.

Other Skills and Abilities

• Possess the ability to maintain high emotional energy. 


• Respond to community/parent inquiries and maintain a positive and proactive response to staff, 
  parents and community members.


• Serve as a representative of the school and must possess the skills of discretion, confidentiality, 
  flexibility and adaptability to change. 


• Possess patience, sound judgment, and logical reasoning. 


• Concentrate with interruptions. 


• Understand and facilitate needs of various personality types. 


• Participate willingly in workshops or seminars. 


• Ability to sit for lengthy periods of time during tedious data entry tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to 
successfully perform the essential functions of this job. This position is considered to be a SEDENTARY 
Physical Demand Characteristic of Work position according to the physical demands strength rating of 
the Dictionary of Occupation Title, Fourth edition published by the US Department of Labor. Reasonable 
accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment will vary from an office setting to more moderate situations such as conference 
rooms or large group professional settings. The majority of time will be spent indoors with consideration 
for adaptability to all weather conditions related to outdoor activities and/or travel. The employee must 
be able to work in air-conditioned and heated environments under florescent lighting.

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