Special Programs Administrative Assistant

Position Type:Secretarial/Clerical/SecretaryDate Posted:4/21/2026Location:Assigned CampusJob Title: Administrative Assistant Exemption Status/Test: NonexemptReports to: Director of Special Programs Date Revised: April 17, 2026Dept./School: Special programsPrimary Purpose:Under moderate supervision, organize and manage the routine work activities of a special programs department office and provide clerical support to a director or department head and other staff members.Qualifications:Education/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsExperience:2 years secretarial experienceMajor Responsibilities and Duties:Records, Reports, and CorrespondencePrepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.Compile, maintain, and file all reports, records, and other documents as required.Special Education Processes: Assisting with various special education-related procedures, such as enrollment, assessment, and program implementation.Record Keeping: Maintaining accurate and confidential records, including IEPs (Individualized Education Programs), other special education records, and 504 student records.Data Management: Compiling, organizing, and analyzing data for special education and 504 programs and services. Assist in ensuring federal timelines are followed in the referral process.AccountingPerform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.Order and maintain inventory of office supplies and program equipment.OtherAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff.Early Childhood Intervention-maintain a schedule of appointments with specific staff members and set up necessary meetings &/or ARD meetings.Maintain confidentiality of information.Follow district safety protocols and emergency procedures.Supervisory Responsibilities:None.Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stress