Special Education Administrative Assistant

Pewitt Consolidated Independent School District•Omaha, TX

23h•Onsite

About The Position

This role provides comprehensive administrative and secretarial support to the Director of Special Education and the department staff. Key functions include managing student records in compliance with district, state, and federal regulations, handling data entry for district systems like PEIMS and special education software, and generating reports. The assistant will also serve as a primary point of contact for parents, staff, and external agencies, managing communications and assisting visitors. A significant part of the role involves supporting SHARS Medicaid billing processes, ensuring documentation accuracy and compliance. Additionally, the position entails general office management, including maintaining filing systems, managing supplies, and assisting with budget and financial tasks like purchase orders. The role requires effective management of multiple priorities in a fast-paced environment and collaboration with various special education staff.

Responsibilities

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
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
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
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
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
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
Maintain organized electronic and paper filing systems
Sort and distribute incoming mail and documentation
Monitor and order office supplies as needed
Assist with purchase orders and budget tracking
Maintain financial records and monitor expenditures
Support teachers, diagnosticians, and special education staff with documentation and processes
Perform additional duties as assigned
Effectively manage multiple priorities in a fast-paced environment