Special Education Administrative Assistant

Pewitt Consolidated Independent School District•Omaha, TX

2d•Onsite

About The Position

The Special Education Administrative Assistant provides essential administrative and clerical support to the Director of Special Education and department staff. This role is crucial for maintaining efficient operations within the special education department, including managing student records, facilitating communication, supporting billing processes, and ensuring compliance with all relevant regulations. The position requires strong organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality.

Requirements

High school diploma or equivalent required.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with student information systems (e.g., PEIMS) and special education software preferred.
Knowledge of FERPA and Texas records management procedures.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information.
Attention to detail and accuracy in data entry and record keeping.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Associate's degree or higher.
Experience in a school district or special education setting.
Familiarity with SHARS Medicaid billing processes.
Experience with budget tracking and financial record keeping.

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.