Administrative Assistant - Special Education

Special Education Administrative Assistant

Position Summary
Working from one of our Family Service Centers, the Special Education Administrative Assistant is responsible for completing tasks to fulfill the special education process timelines under Federal and State (IDEA and Chapter 711) Regulations. This includes daily compliance tasks in support of students receiving special education services from the special education department such as responding to state special education process timelines to include: scheduling IEP meetings, coordinating Psychoeducational evaluations, (IEP, evaluations, and Related Services), coordinating Related Services and evaluations, collaborating with special education staff regarding the special education process for students, answering phones and email, filing special education documents, auditing files, and ensuring students’ special education documents are obtained from the prior Learning Education Agency and other duties as assigned by special education administration.

In order to be successful in any role at CCA, the employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards, and behaves in a professional and engaged manner at all times.

The Special Education Administrative Assistant will be responsible for the following tasks:

Entering special education process timeline data into the online student information system

Producing reports from edio (our Learning Management System) and special education software to support compliance maintenance

Creating and maintaining Excel spreadsheets to monitor compliance of special education documents

Working closely with Special Education teachers, Special Education Administration, and other Special Education Administrative Assistants to complete assigned projects

Scheduling special education evaluation and IEP meetings with Caretakers/Learning Coaches, staff, and Related Services providers

Providing invitations to IEP Meetings through Outlook and edio and/or carrier or postal services

Processing newly enrolled students’ documents; Answering the phones to address CCA families' and potential families’ needs

Maintaining and auditing electronic files for special education documents

Coordinating and managing Related Service referrals and services

Reading, forwarding, and replying to incoming mail, e-mail, and webmail from CCA families, staff, school psychologists, and related services’ providers

Additional duties as assigned by special education administration

Competencies

Excellent verbal and written communication skills

Ability to work collaboratively with students, parents, educators, administrators, employers, and agency representatives

Strong project management skills and attention to details

Possess outstanding organizational and communication skills

Positive attitude

Ability to listen, communicate, and work well with a diversity of groups and individuals

Ability to work effectively both with and without supervision

Highly detail-oriented and analytical

Strong technology skills (especially with Microsoft OS and MS Office programs)

Thoroughness

Customer-focused approach with a high degree of flexibility

Demonstrated ability to work well in a fast-paced environment with a team player track record

Ability to work remotely, if necessary

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend, or stand as necessary. Ability to travel to other sites/locations as needed.

Position Type

Full-time

Non-Exempt

Hourly

Travel

Travel may be required for this position

Required Education and Experience

High School Diploma

One year of work experience

Preferred Education and Experience

Associate's or Bachelor’s degree

Two to five years of work experience (customer service a plus)

Bi-lingual

Additional Eligibility Qualifications

Valid PA Driver's License

Appropriate Automobile Insurance Coverage

Must be able to commute to a Family Service Center regardless of commute complexity.

Candidates must reside within the Commonwealth of Pennsylvania.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Commonwealth Charter Academy is an equal opportunity employment, educational, and service organization.