Special Education Administrative Assistant

Responsibilities

• 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

• 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

• 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

• 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

• 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