Special Education Administrative Assistant

- Position Type:
Support Staff - Date Posted:
10/20/2026 - Location:
DISTRICT WIDE - Maintain and update Special Education student information in Sapphire and other district-approved systems, spreadsheets, logs, and databases, including IEP and reevaluation information and student records.
- Monitor enrollment and placement information for accuracy; support new Special Education student enrollment by contacting relevant staff, requesting records from prior schools, and preparing and distributing required NOREPs and related documentation as directed.
- Maintain Special Education teacher caseloads based on teacher input and Supervisor approval; enter caseloads in IEP Writing software and update changes throughout the school year.
- Maintain student records and electronic files, upload Special Education records for K–12 students to the district's Doc Center, process records requests, and retain records in accordance with applicable law and district procedures.
- Maintain the MDE log and other assigned tracking tools to support accurate records and follow-through.
- Track Special Education referral and evaluation process components for procedural compliance, including monitoring timelines, issuing PTES documentation, and communicating with families and staff about process steps as directed.
- Review Special Education documents for administrative and procedural completeness; return documents to staff for correction when needed and verify that relevant information is accurately reflected in Sapphire.
- Coordinate and prepare assigned state and district reporting, including Act 16 reporting, December 1 reporting, and exits/transitions reporting, according to required timelines.
- Assist with PASA KITE uploads as needed and support other assigned monitoring, audit, or compliance documentation requests.
- Coordinate paperwork for graduate students and student exits.
- Coordinate administrative communication for new students with placements and school staff; request records and follow up with placements to obtain required documents.
- Prepare demographic PIFs for students placed through IU programs and coordinate related placement paperwork; route related-service or feeding-team referral requests to the appropriate staff member as applicable.
- Track out-of-district students and maintain accurate enrollment, IEP, reevaluation, and placement documentation.
- Coordinate assigned early-intervention documentation and CTC documents/referrals, and assist the registration office and Home and School Visitor with Special Education cases as requested.
- Coordinate transportation-related administrative processes for Special Education students.
- Provide administrative support to the district's designated ACCESS Coordinator, as assigned, including maintaining or updating requested records, gathering documentation, and coordinating communications or paperwork needed for the program.
- Support the designated ACCESS Coordinator with timely processing of assigned documentation and related administrative tasks.
- Support the Special Education Department budget and contract administration by maintaining assigned records and tracking related expenditures.
- Coordinate supply orders for Special Education and Gifted Education staff in grades K–12, including researching vendors when needed, placing orders, receiving and sorting deliveries, checking orders for completeness, and reconciling credit-card invoices.
- Review Special Education invoices for accuracy, apply appropriate coding, and submit bills to the Business Office for payment.
- Assist with Extended School Year (ESY) processes as needed, including completion of IU reimbursement documentation.
- Manage the Supervisor of Special Education's calendar and schedule meetings, coordinating with district staff, parents/guardians, IU personnel, placements, and outside agencies as appropriate.
- Assist with supervision spreadsheets and scheduling.
- Administer Special Education department Zoom licenses and send IEPs and other Special Education paperwork through DocuSign.
- Communicate professionally with parents/guardians, school staff, IU personnel, placements, and outside agencies regarding administrative procedures, records, and required documentation.
- Assist teachers and other staff with procedural questions, regulation-related processes, and problem-solving within the scope of the position; refer matters requiring professional or administrative judgment to the appropriate staff member.
- Maintain confidentiality and handle sensitive student information in accordance with applicable laws, regulations, and district procedures.
- Attend work regularly and punctually and complete assigned tasks within established timelines.
- Perform other related duties as assigned by the supervisor(s) to support the effective operation of the Special Education Department.
- Confidentiality: Ability to maintain strict confidentiality in all aspects of work and in interactions with students, families, staff, and the public.
- Accuracy & Attention to Detail: Strong attention to detail and ability to manage large volumes of data and documentation accurately.
- Regulatory Compliance: Ability to learn, interpret, and follow district procedures, records-retention requirements, and applicable Special Education timelines.
- Time Management: Ability to organize, prioritize, and complete multiple time-sensitive tasks in a fast-paced environment with frequent interruptions.
- Problem Solving & Judgment: Ability to work independently and collaboratively, exercising sound judgment about when to refer questions or concerns to administrators.
- Communication: Clear, professional written and oral communication skills, including the ability to communicate sensitively with families and staff about procedural matters.
- Organization: Strong organizational, scheduling, recordkeeping, and follow-up skills.
- Technical Proficiency: High computer proficiency, including Microsoft Office (emphasis on Excel); Google Workspace (Mail, Calendar, Drive); Adobe Acrobat Pro; DocuSign; and district student-information systems (Sapphire) and document-management tools.
- State Systems & Research: Ability to use online research tools, Pennsylvania state data/reporting systems, and quickly adapt to district-approved software.
- Financial Foundations: Ability to perform basic mathematical calculations and review invoices, purchase documentation, and reimbursement records for accuracy.
- Office Equipment: Ability to use and troubleshoot standard office equipment.
- Interpersonal Relations: Ability to establish and maintain effective working relationships with students, parents/guardians, administrators, teachers, service providers, and community partners.
- Education: High School Diploma or equivalent required (High School Diploma preferred).
- Experience: Minimum of five (5) years of experience as a secretary or administrative assistant in a school district environment.
- Certifications/Licenses: None required.
- Travel: Limited travel within the District and Lancaster County for meetings, as needed.
- Environment: School setting, including administrative offices, hallways, cafeterias, and school grounds.
- Physical Demands:
- Typically sits for sustained periods at a desk and/or computer terminal.
- Requires close visual acuity for data entry, reviewing detailed records, and reading.
- Involves occasional bending, crouching, stooping, twisting, reaching, and grasping.
- Occasional lifting and/or carrying of items up to 25 pounds.
- Requires fine manual dexterity and repetitive movement of fingers and hands for keyboarding.
- Communication: Must be able to receive and communicate detailed information clearly through both written and oral communication in a fast-paced environment.
| Special Education Administrative Assistant | JobID: 1556 |
Job Title: Administrative Assistant – Special Education Department
Department: Special Education
Reports To: Supervisor of Special Education / Director of Special Education
Location: District Administration / K–12 Buildings
FLSA Status: Non-Exempt
JOB SUMMARY
Provides comprehensive administrative, data-management, records, compliance, and operational support to the Special Education Department. Maintains accurate Special Education student and program information; coordinates documentation, reporting, referrals, enrollment, and placement processes; supports fiscal and purchasing functions; and assists the Supervisor of Special Education with scheduling, communications, caseload management, and day-to-day department operations. Handles confidential student and personnel-related information with discretion and helps ensure that department processes and records are accurate, complete, and submitted within required timelines.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Student Information, Records, and Data Management
2. Compliance, Referrals, and State Reporting
3. Enrollment, Placements, and Interagency Coordination
4. ACCESS Program Administrative Support
5. Budget, Purchasing, Billing, and Reimbursements
6. Scheduling and Administrative Support
7. Communication and Department Support
8. Additional Duties
KNOWLEDGE, SKILLS, AND ABILITIES
MINIMUM QUALIFICATIONS
WORKING CONDITIONS & PHYSICAL REQUIREMENTS
This position will remain open until a successful candidate is selected.