Administrative Assistant, 12 months

Culpeper County School District•Culpeper, VA

16h

About The Position

The Administrative Assistant for the Special Education Department performs administrative duties related to the operations of the Special Education office. The role supports preschool registration, homebound and home-based services, office records and communications, reception coverage, staff calendars, and tracking professional credentials and provider enrollment. The employee works with families, students, schools, staff, administrators, and the public, and is expected to maintain confidentiality, meet deadlines, and provide accurate and efficient support. Work is performed in the central office and throughout the division, with travel to schools required. Timely and regular attendance in accordance with the workplace schedule is expected. Performance is evaluated by the supervisor based on the ability and effectiveness in carrying out the responsibilities.

Requirements

High school diploma or equivalent.
Equivalent training, education, and/or experience may be considered.
Excellent verbal and written communication skills.
Ability to process large volumes of data accurately and efficiently with little supervision.
Flexibility, attention to detail, and ability to multitask across data entry, research, spreadsheets, databases, and other clerical duties.
Ability to type 40 words per minute.
Ability to maintain good working relationships with employees and the public.
Ability to communicate openly and effectively with students, parents, community patrons, staff, and administration as a positive representative of Culpeper County School system.
Must pass the assessment required by Culpeper County Public Schools.
Ability to meet the physical demands of frequent walking, standing, stooping, and lifting up to approximately 40 pounds, with occasional lifting of equipment weighing up to approximately 50 pounds.
Ability to travel to schools throughout the division and the central office.

Nice To Haves

Associate’s degree.
Microsoft Office Specialist Certification.

Responsibilities

Maintain confidentiality regarding school matters involving students, parents, and personnel, and keep the Director informed of concerns or issues.
Prioritize responsibilities effectively and accurately to support the Office of Special Education and meet deadlines.
Screen calls to the Director and resolve, when possible, questions or concerns regarding preschool registration, homebound or home-based services, solicitations, and general special education matters.
Support preschool registration by communicating with families, answering questions, providing resources to families and schools, and assisting the preschool coordinator with collecting and reviewing registration information.
Use computer software, including PowerSchool, to support preschool registration and remain knowledgeable about applicable preschool regulations and policies.
Process maintenance work orders and technology ticket requests as the point of contact.
Coordinate homebound and home-based services between teachers and schools; notify teachers and families of changes or needed information as directed by Specialists or the Director.
Maintain a database of homebound and home-based students and prepare correspondence for approval of home instruction or noncompliance letters.
Update forms and policies to reflect changes implemented by the State.
Maintain records for the Director, including contracts, purchase requests, correspondence, interagency agreements, and memoranda of understanding.
Support reception desk coverage by greeting visitors and distributing phone calls.
Maintain calendars for Office of Special Education staff.
Maintain a centralized, up-to-date tracking system for state professional licenses, certifications, and background clearances for related service staff and contracted providers.
Ensure relevant staff obtain and maintain active National Provider Identifiers (NPI) and complete required state Medicaid provider enrollment forms.
Draft, proofread, and edit formal letters, official memoranda, emails, and district-wide announcements on behalf of the Director.
Perform other duties as assigned by the Director of Special Education.