POSITION TITLE: Administrative Assistant to the Director of Special Services

REPORTS TO: Director of Special Services

LOCATION: Central Office

QUALIFICATIONS:

• High School diploma 
• Associate’s degree or higher  - Preferred
• Minimum of 3-5 years administrative support experience
• Strong computer skills, with proficiency in Google programs
• Such alternatives to the above qualifications as the Board may find appropriate

PURPOSE STATEMENT

The Administrative Assistant to the Director of Special Services provides high-level administrative, financial, and compliance support to ensure the efficient operation of the Special Services department. This position manages student data systems, state and federal reporting, financial coordination, and confidential records while ensuring district compliance with all applicable laws and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Operations and Department Support

• Provide direct administrative support to the Director of Special Services
• Serve as District Data Manager for MAP-A testing
• Manage calendars, meetings, interviews, and departmental scheduling
• Prepare correspondence, reports, agendas, and presentation materials
• Enter purchase orders for contracted service providers and track monthly billing
• Coordinate professional development registrations and conference scheduling
• Order classroom supplies, testing protocols, and curriculum materials
• Maintain student-teacher and observation placement records
• Answer department phone calls and respond to staff, parent, and community inquiries

Records Management and Compliance Support

• Serve as TherapyLog Administrator and maintain student core data
• Set up referral and transfer folders and request records from previous schools and medical providers
• Maintain scripts, consents, and required documentation within data systems
• Fulfill Disability Determination records requests and manage related billing
• Organize and maintain High Needs Fund documentation
• Track ECSE students for ECO reporting 
• Enter attendance for ESY, SWEP, and itinerant students
• Maintain records for homeschooled, gifted, alternative placement, MEC, and itinerant special education students
• Complete Time & Effort documentation requirements
• Ensure district compliance with annual public notification requirements
• Provide required Core Data reports and assist with state and federal reporting

Financial Coordination and Program Support

• Serve as SDAC Financial Coordinator, Direct Services Coordinator, and MoHealthNet.
• Assist with coordination of Federal Programs
• Track district funds, federal monies, accounts receivable, and building budgets
• Publish Service Provider Bid Proposals annually
• Support quarterly and semester progress note distribution

OTHER JOB FUNCTIONS

• Abide by state statutes, school board policies and regulations.
• Attend meetings as assigned.
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
• Maintain accurate, complete, and correct records as required by law, district policy and administrative regulation.
• Performs other duties as assigned by the Director of Special Services

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage complex data systems and compliance documentation
• Knowledge of state and federal special education regulations
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise professional judgment
• Ability to prioritize multiple tasks in a fast-paced environment
• Ability to build positive relationships with staff, families, and external agencies

WORK ENVIRONMENT

• Office setting within a school or district administrative building
• Frequent interaction with staff, students, parents, and community partners
• Extended periods of sitting and computer work
• Occasional lifting of office materials up to 20 pounds
• Participation in school events or meetings outside of regular hours as needed

ATTENDANCE

• Consistent and regular attendance is an essential function of this position

FLSA Status

Non-Exempt

Salary Grade

Support Staff

TERMS OF EMPLOYMENT:  12 months; Full Time

Background clearance required; the results of which must be satisfactory to the District.

EVALUATION: 

Performance will be evaluated by the Director of Special Services in accordance with district policies and teacher evaluation procedures.

Applications will be screened as they are submitted. The Job will remain posted until filled.

The Mexico Public School District is an EQUAL OPPORTUNITY EMPLOYER.  NOTICE OF NONDISCRIMINATION Our School District Prohibits discrimination and harassment against employees, students or others on the basis of race, color, national origin, sex, age, ancestry, religion, disability by law in admission or access to, or treatment or employment in its programs and activities.