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