Administrative Assistant for Special Services at Springfield School District

Job Summary:  The Administrative Assistant to the Director of Special Services is responsible for possessing or gaining general knowledge of Special Education and 504 processes, procedures, rules, and regulations to assure the efficient and smooth operation of all activities within the Special Services Department.

Essential Duties and Responsibilities: 

• Greets visitors, and responds to or directs telephone/email inquiries
• Monitors the Central Office door security system, as needed
• Assembles, inputs, and disseminates data utilizing a variety of mediums (database, spreadsheet, word processing, web-base, paper and other systems) to support the work of the Special Services Department
• Organizes and maintains an accurate and efficient filing system for the department with the attention to detail
• Manages and maintains special services student data and files
• Assures completion of IEP packets, including revisions and amendments
• Maintains DocuSped database and appropriately transfers and confirms receipt of import/export of student files between District case managers
• Prepares a variety of reports for local, state, and federal compliance including Child Count Report and Exited Child Count report within the timeframe required
• Assists in the development of the departmental budget(s)
• Manages specific budget accounts to include purchase orders, budget transfers, and budget balances
• Communicates with vendors, including consultants and contractors, as needed
• Schedules and arranges appointments and meetings as needed
• Prepares mailings as needed
• Assists in arranging conference and meeting registrations and travel arrangements as needed
• Shares in sorting and distribution of incoming and outgoing mail for the Central Office
• Responds to inquiries from employees and community at large, with knowledge of general policies and procedures and awareness of need for confidentiality of staff and student information
• Prepares and disseminates correspondence, reports and grant procurement documents
• Uses office equipment including, but not limited to a computer and software programs for Special Education
• Maintains an inventory and orders needed office and other requested special needs supplies
• Maintains an inventory of District Special Education forms
• Manages the purchasing process, to include requisition, ordering, receiving, verification and invoice approval by Director
• Maintains a directory of Special Services staff
• Distributes compliance information and documentation as needed
• Assists with vacancy requests for Special Services staff and assists as necessary in the hiring and onboarding processes
• Assists Director of Special Services with the end of year teacher checkout
• Assist in coordination of training for Special Services staff as needed
• Coordinates scheduling of student transportation needs
• Assists with planning and administration of the Extended School Year program (summer programs for Special Services students)
• Supports the Special Education Coordinators as needed
• Maintains confidentiality in all aspects of the job in accordance with federal, state, and Springfield School District requirements
• Manages multiple tasks and priorities with frequent interruptions
• Communicates both orally and in writing, interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Promotes and follows Agency of Education policies, District policies, and building and department procedures
• Recognizes the importance of safety in the workplace, follows safety rules, practices safe work habits, utilizes appropriate safety equipment and reports unsafe conditions to the appropriate administrator
• Performs other duties as assigned