Special Education Secretary

Department: Special Education

Reports To: Director of Special Education

Primary Purpose

Provide clerical, administrative, and organizational support to the Special Education Department. Assist with maintaining confidential student records, coordinating ARD/IEP meetings, processing documentation, and supporting communication between staff, parents, and service providers to ensure compliance with state and federal special education requirements.

Qualifications

Education/Certification

• High school diploma or GED required

Special Knowledge/Skills

• Knowledge of Microsoft Office, Google Workspace, spreadsheets, and databases
• Strong typing, filing, and organizational skills
• Ability to maintain confidentiality of student records
• Knowledge of special education terminology and ARD/IEP processes preferred
• Strong communication and interpersonal skills
• Ability to multitask and meet deadlines

Experience

• 1-3 years of clerical or secretarial experience preferred
• School district or special education office experience preferred

Major Responsibilities and Duties

• Schedule and coordinate ARD/IEP meetings
• Prepare, organize, and distribute ARD paperwork and notices
• Maintain confidential student special education files
• Enter and update PEIMS and special education data
• Answer phones and assist parents, teachers, and staff
• Prepare reports, correspondence, forms, and spreadsheets
• Process purchase orders and department paperwork
• Track evaluation timelines and compliance deadlines
• Maintain records for audits and state reporting
• Assist with Medicaid/SHARS documentation when required
• Upload and manage digital records and documents
• Support directors, diagnosticians, therapists, and case managers with clerical tasks

Working Conditions

• Office environment within a school district
• Frequent computer and phone use
• Work with interruptions and deadlines
• Maintain emotional control under stress
• Occasional extended hours during compliance periods or meetings

Common Duties

• Coordinate calendars for teachers and service providers
• Help manage IEP timelines
• Maintain audit-ready files
• Assist with student enrollment transfers involving special education services