Administrative Assistant to Director of Special Education

Administrative Assistant to Director of Special Education - Vacancy ID: 274931
Vacancy Details
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Position Details
The Administrative Assistant to Director of Special Education provides high-level administrative and organizational support to the Special Education department. This position works closely with the Director, Assistant Director, special education staff, administrators, families, and outside agencies to support the effective and efficient operation of the department.
- Provides confidential administrative support to the Director of Special Education and Special Education Department.
- Maintains confidential student, financial, and departmental records in accordance with district policies and legal requirements.
- Manages the Director’s calendar, schedules meetings, coordinates appointments, and assists with department meetings and events.
- Prepares correspondence, reports, forms, spreadsheets, calendars, and other department materials.
- Responds to and directs inquiries from staff, families, administrators, and outside agencies with professionalism and discretion.
- Anticipates department needs and takes initiative to address tasks, organize information, and improve office systems and processes.
- Provides clerical and organizational support to the Director and Assistant Director and for department initiatives.
- Performs additional duties and responsibilities as assigned.
Special Education Data & Compliance Support
- Maintains and organizes special education student information and departmental databases.
- Tracks special education enrollment, open enrollment students, transfers, and other student information as needed.
- Assists with gathering, organizing, and preparing data required for local, state, and federal reports.
- Supports the Special Education Department with data collection and documentation related to state and federal special education requirements.
- Assists with special education records and documentation while maintaining strict confidentiality.
- Supports department processes related to IEP systems, student information systems, and other special education technology platforms.
Financial & Purchasing Support
- Assists with monitoring and maintaining the Special Education Department budget.
- Processes purchase orders, receiving reports, invoices, purchase card statements, and other financial documentation.
- Places orders for specialized instructional materials, supplies, equipment, and other department needs.
- Maintains accurate budget records and provides budget information to the Director as requested.
- Assists with grant, categorical aid, and other special education funding documentation as assigned.
Medicaid & Specialized Systems
- Maintains and supports the district’s Medicaid School-Based Services billing processes and records.
- Assists with tracking documentation and information needed to support Medicaid reimbursement.
- Learns and maintains proficiency in specialized district, state, and special education software systems.
- Supports department staff with administrative questions related to department systems and processes.
Professional Development & Department Projects
- Assists with registration, communication, materials, attendance, and documentation for department trainings and professional learning.
- Supports special education projects, initiatives, and implementation efforts as directed by the Director.
- Provides project-management support for department initiatives and deadlines.
- $21.50 per hour or higher, depending on qualifications and experience.
- Paid time off, including 15 paid time off days, 15 vacation days, and 9 holidays (prorated from start date through June 30, 2027).
- Comprehensive benefits package (with no probationary period), including health insurance or cash-in-lieu, dental, vision, life insurance, disability insurance, accident insurance, Wisconsin Retirement System pension plan, and post-employment HRA retirement benefit.
- Free Greenheck Turner Community Center fitness membership for employee and spouse.
Apply on WECAN at https://wecan.waspa.org
Screening will begin after three days, and candidates are encouraged to apply as soon as possible.
- Associate degree in administrative support, business, office administration, or a related field, or an equivalent combination of education and experience.
- Previous office or administrative experience preferred.
- Ability to maintain confidentiality and appropriately handle sensitive information.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong customer service orientation and professional demeanor.
- Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
- Ability to establish and maintain effective working relationships with staff, administrators, families, community partners, and outside agencies.
- Ability to work independently while also contributing positively to a collaborative team environment.
- Strong problem-solving and critical-thinking skills.
- Ability to learn new systems, software applications, and processes efficiently.
- Proficiency with Microsoft Office applications and other computer-based systems.
- Ability to prepare accurate records, reports, and correspondence.
- Ability to understand and follow oral and written directions.
- Positive attitude, adaptability, and willingness to support department and district needs as they arise.
The Board does not discriminate on the basis of race, color, national origin, age, sex (including gender status, change of sex, sexual orientation, or gender identity), pregnancy, creed or religion, genetic information, handicap or disability, marital status, citizenship status, veteran status, military service (as defined in 111.32, Wis. Stats.), ancestry, arrest record, conviction record, use or non-use of lawful products off the District’s premises during non-working hours, declining to attend an employer-sponsored meeting or to participate in any communication with the employer about religious matters or political matters, or any other legally protected category in its programs and activities, including employment opportunities.
Candidate Requirements
- Cover Letter
- Resume