Special Education Administrative Assistant

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
2/19/2026

Location:

Lindop School District 92
Administrative Assistant
The job of Special Education Administrative Assistant is done for the purpose/s of providing administrative support to Coordinator of Special Services; coordinating and monitoring special education records, files, activities and reporting; and providing information, recommendations and/or direction as may be requested.

SUMMARY:

Handles all administrative duties as required by the Coordinator of Special Services. Required performance of a variety of office and secretarial duties, independently with daily follow-up with supervisor. Coordinates meeting arrangements, record maintenance, and office procedures. Requires confidentiality and decorum throughout the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide Confidential secretarial services to administrators using discretion with student issues, as well as matters of concern involving department.
• Provide staff/parents/community members with answers to general questions regarding special education, McKinney-Vento, foster care, residency, etc.
• Answers phones, routes calls, takes messages, and provides routine information.
• Maintains inventory on department supplies and when needed orders and processes requisitions
• Maintain administrator's calendar and schedule of appointments.
• Analyze urgent situations accurately and exercise judgment in taking action when dealing with parents, students, and co-workers
• Maintain awareness of compliance with federal and state regulations regarding Special Education
• Track, organize and maintain extensive confidential files on all special education students in the District.
• Track necessary information for students on 504 plans, as well as foster students
• Maintain close communication and working relationship with county and district personnel, assistant principal, school psychologists, social worker and representatives from outside agencies (3rd parties)
• Assist with professional development, collaboration presentations, special projects and provide clerical support during professional development including registration and event planning
• Process submitted IEP's and review for accuracy and compliance
• Assist with coordination of student transportation needs
• Assist with the organization of the Extended School Year (ESY) program
• Attend school and/or district offered trainings and meetings, as needed
• Oversee process of receiving special education student records of incoming students and preparing them for high school use.
• Assists with the process of incoming students under the category of McKinney-Vento, specialized education, foster care, and/or affidavit residency
• Assists with the process of transferring outgoing students within Embrace Database
• Monitor, gather and disbursement of various student reports to parents.
• Compile, transcribe and type numerous reports, memos, agendas and meeting notes
• Request special education records from other schools in and out of county/state
• Assist administer during all phases of Compliance Reviews
• Manage the master special education teacher/therapist caseload to ensure it is accurate based on the most current IEP data
• Sorts and distributes mail including interoffice mail
• Prepare Individual Education Plans (IEP) invitation and IEP progress reports to mail to families and staff
• Maintains data and produces department reports weekly, monthly, quarterly and/or yearly, as needed
• Coordinate substitutes when needed
• Other duties as assigned

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Professionalism - Approaches others in a tactful manner;
Reacts well under pressure;
Treats others with respect and consideration regardless of their status or position;
Accepts responsibility for own actions;
Follows through on commitments.

Interpersonal Skills - Keeps emotions under control;
Remains open to others' ideas and tries new things. Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Planning/Organizing - Prioritizes and plans work activities;
Uses time efficiently;
Plans for additional resources;
Conserves organizational resources.

Oral and Written Communication - Listens and gets clarification;
Responds well to questions;
Participates in meetings;
Read and comprehend written and verbal instructions. Writes clearly and informatively.

Computer Skills - To perform this job successfully, an individual should have strong knowledge of computer operating systems.

Customer Service - Maintains professional demeanor when dealing with difficult or emotional situations;
Responds promptly to staff, student and public needs;
Solicits feedback to improve service;
Responds to requests for service and assistance.

Dependability - Follows instructions, responds to management direction;
Takes responsibility for own actions. Meets commitments, Follows policies and procedures.

Quality - Demonstrates accuracy and thoroughness;
Looks for ways to…