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Administrative Assistant- Special Education

Commonwealth Charter Academy | PA

Posted Date 2/06/2025
Description Special Education Administrative Assistant

Position Summary:
Working from one of our Family Service Centers located in Pennsylvania, the Special Education Administrative Assistant is responsible for completing tasks to fulfill the special education process timelines under Federal and State (IDEA and Chapter 711) Regulations. This includes daily compliance tasks in support of students receiving special education services from the special education department such as responding to state special education process timelines to include: scheduling IEP meetings, coordinating Psychoeducational evaluations, (IEP, evaluations, and Related Services), coordinating Related Services and evaluations, collaborating with special education staff regarding the special education process for students, answering phones and email, filing special education documents, auditing files, and ensuring students’ special education documents are obtained from the prior Learning Education Agency and other duties as assigned by special education administration.

In order to be successful in any role at CCA, employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards and behaves in a professional and engaged manner at all times.

The Special Education Administrative Assistant will be responsible for the following tasks:
  • Entering special education process timeline data into the online student information system
  • Producing reports from edio (our Learning Management System) and special education software to support compliance maintenance
  • Creating and maintaining Excel spreadsheets to monitor compliance of special education documents
  • Working closely with Special Education teachers, Special Education Administration and other Special Education Administrative Assistants to complete assigned projects
  • Scheduling special education evaluation and IEP meetings with Caretakers/Learning Coaches, staff and Related Services’ providers
  • Providing invitations to IEP Meetings through Outlook and edio and/or carrier or postal services
  • Processing newly enrolled students’ documents; Answering the phones to address CCA families and potential families’ needs
  • Maintaining and auditing electronic files for special education documents
  • Coordinating and managing Related Service referrals and services
  • Reading, forwarding and replying to incoming mail, e-mail, and web mails from CCA families, staff, school psychologists and related services’ providers
  • Additional duties as assigned by special education administration

Competencies
  • Excellent verbal and written communication skills
  • Ability to work collaboratively with students, parents, educators, administrators, employers, and agency representatives
  • Strong project management skills and attention to details
  • Possess outstanding organizational and communication skills
  • Positive attitude
  • Ability to listen, communicate, and work well with a diversity of groups and individuals
  • Ability to work effectively both with and without supervision
  • Highly detail-oriented and analytical
  • Strong technology skills (especially with Microsoft OS and MS Office programs)
  • Thoroughness
  • Customer focused approach with a high degree of flexibility
  • Demonstrated ability to work well in fast paced environment with a team player track record
  • Ability to work remotely, if necessary

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary. Ability to travel to other sites/locations as needed.

Position Type
  • Full-time
  • Non-Exempt
  • Hourly

Travel
  • Travel may be required for this position

Required Education and Experience
  • High School Diploma
  • One year of work experience

Preferred Education and Experience
  • Associates or Bachelor’s degree
  • Two to five years of work experience (customer service a plus)
  • Bi-lingual

Additional Eligibility Qualifications
  • Valid PA Driver’s License
  • Appropriate Automobile Insurance Coverage

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Commonwealth Charter Academy is an equal opportunity employment, educational and service organization.

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