Administrative Assistant to the Director of Student Services

RE-1 Valley School District is seeking a highly organized and professional Administrative Assistant to the Director of Student Services. This position provides direct support to the Director of Student Services while assisting with department operations, compliance documentation, communication, scheduling, and record management.

REPORTS TO:  Director of Student Services

SALARY RANGE & CATEGORY:   starting $21.85/hour (depending on experience) on Classified Hourly Salary Schedule

FLSA STATUS: Non-Exempt

WORK CALENDAR: 260 Days

FTE:  1.0 

Full-time with benefits; 5-day work week (Monday-Friday)

Position Summary:

The Administrative Assistant to the Director of Student Services provides confidential administrative and clerical support to the Director of Student Services and the Special Education Department. This position assists with departmental operations, student records management, scheduling, compliance monitoring, communication with families and staff, data management, and coordination of special education services. The position requires exceptional organizational skills, attention to detail, professionalism, and the ability to maintain strict confidentiality.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide direct administrative support to the Director of Special Education.
• Manage the Director's calendar, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, meeting agendas, and other departmental documents.
• Screen and direct phone calls, emails, and visitors.
• Maintain department files and records in an organized and confidential manner.
• Assist with departmental projects and initiatives as assigned.

Special Education Department Support

• Coordinate and schedule manifestation determination, and other special education meetings.
• Send IEP's for translation and mail the final IEP to families
• Mail IEP documents to families as needed
• Assist with tracking compliance timelines and required documentation.
• Coordinate communication between administrators, teachers, related service providers, parents, and outside agencies.
• Support district special education programs and services.

Student Records and Compliance

• Maintain confidential student records in compliance with FERPA, IDEA, and district policies.
• Process records requests, student transfers, and special education documentation.
• Assist with state and federal reporting requirements.
• Monitor documentation for completeness and compliance.
• Maintain electronic and paper filing systems.

Data Management

• Enter and maintain data in district and state reporting systems.
• Generate reports for the Director of Student Services and district administrators.
• Assist with enrollment, census, and reporting processes.
• Verify the accuracy of student and program data.

Financial and Operational Support

• Assist with purchase orders, invoices, budget tracking, and reimbursement requests.
• Maintain departmental expenditure records.
• Coordinate registrations, travel arrangements, and logistics for professional development activities.
• Assist with inventory management and ordering of supplies.

Communication and Customer Service

• Serve as a primary point of contact for the Special Education Department.
• Communicate professionally and effectively with students, parents, staff, administrators, and community agencies.
• Provide information and assistance regarding department procedures and processes.
• Foster positive relationships with all stakeholders.

Other Duties

• Attend meetings and training sessions as assigned.
• Maintain confidentiality regarding student, staff, and district information.
• Perform other duties as assigned