Administrative Assistant in Special Education

Paterson Public School District • Paterson, NJ

15h

About The Position

This position is responsible for a variety of administrative, fiscal, and data management tasks within Special Education operations. The role involves processing tuition invoices, managing contracts, reconciling financial data, and ensuring compliance with district, state, and federal regulations. The Administrative Assistant will collaborate with various departments to maintain accurate records and support the efficient operation of the Special Education department.

Requirements

• Associate’s degree from an accredited college or university.
• Minimum of five (5) years of successful experience in Special Education operations, fiscal processing, student data management, tuition billing, invoicing, rebilling, contract management, or related district administrative functions.
• Advanced proficiency in Microsoft Excel, including spreadsheet development, data reconciliation, financial tracking, auditing, reporting, and analysis of large data sets.
• Experience processing, tracking, reconciling, and maintaining Out-of-District tuition invoices, rebills, payment records, purchase orders, and related fiscal documentation to ensure accurate billing and cost recovery.
• Experience reviewing, verifying, reconciling, and processing transportation request forms and supporting documentation to ensure accuracy, completeness, and alignment with student placement records prior to submission to the Transportation Department.
• Experience maintaining and monitoring Nonpublic School Service Agreements, Out-of-District tuition contracts, provider agreements, and related fiscal documentation.
• Ability to collect, analyze, reconcile, and maintain financial and operational data related to student placements, tuition expenditures, transportation requests, contracted services, and departmental obligations.
• Exceptional organizational, analytical, and problem-solving skills with the ability to identify discrepancies, resolve data and billing issues, maintain data integrity, and ensure the accuracy of financial and student records.
• Ability to generate, analyze, and maintain reports related to tuition expenditures, transportation requests, student placements, invoicing, rebills, contracts, and departmental operations.
• Ability to collaborate effectively with the Business Office, Transportation Department, MIS, Human Resources, and Special Education Administration.
• Ability to maintain strict confidentiality of student, financial, contractual, and personnel information in accordance with district, state, and federal regulations.

Nice To Haves

• Bachelor's degree
• Proficiency in Infinite Campus, including student enrollment processing, placement verification, send/receive coding, student record maintenance, and data validation.
• Proficiency in EDPlan, including special education student record management, placement documentation, compliance monitoring, and reporting.

Responsibilities

• Process, track, reconcile, and maintain Out-of-District tuition invoices, rebills, payment records, purchase orders, and related fiscal documentation to ensure accurate billing and cost recovery.
• Review, verify, reconcile, and process transportation request forms and supporting documentation to ensure accuracy, completeness, and alignment with student placement records prior to submission to the Transportation Department.
• Maintain and monitor Nonpublic School Service Agreements, Out-of-District tuition contracts, provider agreements, and related fiscal documentation.
• Collect, analyze, reconcile, and maintain financial and operational data related to student placements, tuition expenditures, transportation requests, contracted services, and departmental obligations.
• Generate, analyze, and maintain reports related to tuition expenditures, transportation requests, student placements, invoicing, rebills, contracts, and departmental operations.
• Collaborate effectively with the Business Office, Transportation Department, MIS, Human Resources, and Special Education Administration.
• Maintain strict confidentiality of student, financial, contractual, and personnel information in accordance with district, state, and federal regulations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree