Special Education Administrative Assistant

Plainwell Community Schools•Plainwell, MI

About The Position

The Special Education Administrative Assistant provides administrative support to the Director of Special Education and helps ensure the smooth, efficient, and accurate operation of the department. The role requires exceptional attention to detail, reliable follow-through on deadlines and commitments, and significant responsibility for maintaining confidentiality. The assistant interacts courteously and professionally with staff and visitors, communicates effectively, and handles calls, correspondence, and concerns through appropriate channels. The position maintains special education student data, records, files, and reporting systems, and processes student enrollments and withdrawals. It supports compliance with district, state, and federal requirements, including documentation and reporting related to special education rules and regulations. The assistant alerts case managers and the Director when required documentation or reports are incomplete or late.

Requirements

High school diploma required.
Excellent communication and public relations skills.
Experience working with detailed reports.
Ability to multitask and prioritize tasks.
Strong organization and accuracy.

Nice To Haves

Associate degree in a related field preferred.
Previous school secretarial experience preferred.

Responsibilities

Assure the smooth, efficient, and accurate operation of the Special Education Department.
Adhere to district policies.
Greet staff and visitors courteously and attempt to meet their needs.
Use discretion and maintain confidentiality and ethical conduct when handling sensitive situations.
Select appropriate channels for resolving concerns and problems.
Communicate clearly and professionally, both verbally and in writing, including by email.
Work effectively and positively with all levels of school personnel.
Place and answer calls appropriately, record messages, maintain call logs when appropriate, and return calls promptly.
Maintain and submit accurate special education data and reports for the school, district, and State in a timely manner.
Process enrollment and withdrawal of special education students.
Request records for new special education students and forward records of withdrawing students to receiving districts in accordance with district, State, and Federal requirements.
Maintain permanent long-term records for special education students.
Handle confidential file notifications and destruction according to district policies and procedures.
Apply knowledge of special education rules and regulations concerning documentation and reporting.
Notify case managers and the Special Education Director when IDEA documentation, data reports, or required special education reports are incomplete or untimely.
Maintain the computerized special education student management system, a regular filing system, and confidential student files; process incoming correspondence as directed.