Job Title: EC PreK Office Assistant
Position Type: Support Staff
Date Posted: 8/7/25
Location: Sadie Saulter Educational Center - EC PreK Program
Term of Employment: 11 months
Job Description:
The EC Preschool Office Assistant plays a critical role in supporting the Exceptional Children’s (EC) Preschool Program by coordinating referrals for special education services and providing administrative support. This position serves as the primary point of contact for intake calls, schedules evaluations, manages student files, and ensures compliance with timelines and procedures. This position also assists with administrative tasks and supports data collection and reporting requirements for state Indicators 7, 11, and 12.
Training & Experience
Responsibilities:
Manage the intake process and schedule evaluations, screenings, and eligibility meetings within mandated timelines
Conduct Transition Planning Conferences (TPCs) with the Children’s Developmental Services Agency (CDSA)
Secure and review relevant documents and evaluations needed for eligibility determinations
Provide clerical and administrative assistance to the EC Preschool Coordinator and EC Director
Maintain up-to-date and organized student files (electronic and hard copy)
Manage calendars, schedule meetings, and assist with communication to families and service providers
Prepare and organize materials for meetings, screenings, and professional development events
Monitor and track due dates for evaluations and reevaluations, ensuring compliance with state and federal timelines
Assist with tracking tuition payments and maintaining documentation for the fee-for-service inclusion program
Communicate with families regarding payment schedules, reminders, and receipts as needed
Support data entry and reporting for EC compliance indicators:
Indicator 11 – Child Find (timely evaluation)
Indicator 12 – Early Childhood Transition (CDSA to school system)
Work collaboratively with the assessment team to ensure accurate and timely submission of ECATS data and reports
Maintain spreadsheets and documentation to support audits and program improvement efforts
Other Duties as Assigned:
Knowledge, Skills, and Abilities
Ability to establish positive and respectful relationships with families and colleagues
Strong organizational skills and attention to detail
Knowledge of EC procedures, compliance timelines, and preschool special education processes (preferred)
Ability to manage multiple tasks and meet deadlines in a fast-paced environment
Proficiency in Microsoft Office, Google Workspace, and data entry systems (e.g., ECATS)
Ability to maintain confidentiality in all matters related to children and families
