Special Education Administrative Assistant

Illinois Association Of School•Broadview, IL

44d

About The Position

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.

Requirements

Knowledge of record keeping and filing systems
Experience with Google Suites: GoogleMeets, Google Docs, Google Spreadsheets, Google Presentations
Excellent computer/data entry skills
Must have excellent grammar, spelling, and punctuation skills
Excellent telephone skills
Must operate standard office equipment.
Ability to relate effectively to diverse population
Ability to inspire confidence and obtain the cooperation of students, parents, teachers and the public
Some college preferred
Two or more years administrative/executive admin./secretarial/clerical experience, including computer data input and retrieval.
Proficiency in Google Suite

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