Administrative Assistant for Student Services

Administrative Assistant for Student Services

Position Purpose The Administrative Assistant for Special Education provides confidential administrative and secretarial support to the Assistant Superintendent for Special Education and the department. Responsibilities include maintaining department records, coordinating assigned projects, and preparing and distributing materials and reports.

Reports to: Director of Student Services

Essential Functions:

• Compiles data, including budget and specialized reports, to prepare reports and process requests.
• Coordinates the Illinois Alternate Assessment program, including obtaining materials and communicating needs, in accordance with established guidelines and legal requirements.
• Coordinates assigned projects and program activities, including distributing materials and arranging conferences, meetings and travel, to ensure timely completion and service delivery.
• Maintains manual and electronic files and records, including personnel reimbursement claims, timesheets, expense reimbursement requests, grant applications and amendments, in accordance with administrative guidelines and legal requirements.
• Tracks expenditures for programs such as Medicaid, IDEA and Preschool for All to support efficient and effective student services.
• Maintains records of outside placements to support continuity of student services.
• Prepares correspondence, reports and other materials, including letters, memorandums, minutes, monthly staff absence reports and Extended School Year materials, to document activities and communicate information.
• Prepares contracts and quarterly expenditure reports for private facilities serving students placed outside the school district.
• Processes documents and materials, including timesheets, requisitions and travel reimbursements, in accordance with established administrative guidelines.
• Reconciles account balances for assigned budget categories to maintain accurate financial records.
• Responds to inquiries from district staff, other schools, government agencies and the public to provide information, facilitate communication and offer direction.
• Schedules appointments, meetings, travel accommodations and facility use, and makes other arrangements for the Assistant Superintendent for Special Education.

Other Functions:

• Coordinates training for paraprofessionals, including SASED training, to support staff professional development.
• Performs other related duties as assigned to support the effective operation of the department.
• Prepares purchase orders and requisitions for classroom supplies, testing kits, field trips and other departmental needs.
• Procures supplies and materials to maintain availability of required items.

Qualification Profile:

• High School degree or higher.
• Associates degree with course work in business, word processing, office procedures and record keeping preferred.
• Successful experience in public service and executive level administrative or secretarial roles.

What we offer:

• Financial Stability- Starting salary range $45,000 - $55,000 based on experience.
• Sick Days and Personal Days
• Medical, dental, vision, and life insurance
• Retirement Plans

Application Procedure:

Please apply online for full consideration.

Questions? Contact us at jobs@d45.org