2026-27 Administrative Assistant, Class II - Special Education

Administrative Assistant - Special Education

Purpose Statement

The job of Administrative Assistant - Counseling is done for the purpose/s of accurate and efficient management of student records and enrollment processes within the high school. This role maintains comprehensive student databases; manages course registrations, transcripts, and academic records; and ensures compliance with district, state, and federal policies and regulations. Serving as a central point of contact for students, parents, faculty, and administrators, the registrar provides exceptional customer service and timely support for all records and enrollment inquiries. The position also plays a critical role in coordinating graduation requirements, processing transfer credits, and managing transcript requests, thereby supporting the smooth operation of the school and contributing to student success.

Essential Functions

• Attends department, in-service meetings, workshops and/or seminars as assigned for the purpose of conveying and/or gathering information required to perform job functions.
• Evaluates transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
• Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.
• Inputs data into student information system (e.g. student record updates, assessment records, attendance, scheduling, grading, transcripts, etc.) for the purpose of ensuring accuracy of data.
• Maintains a variety of manual and electronic documents, files, and records (e.g. grades, transcripts, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Performs enrollment and withdrawal activities for the purpose of complying with established guidelines.
• Prepares standardized documents and reports (e.g. report cards, class schedules, form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes a variety of documents and materials (e.g. transcripts, job verification, new student enrollment, withdrawals, transcripts, records requests, etc.) for the purpose of providing required information in response to requests from students, other districts, colleges/universities and/or employment agencies.
• Researches a variety of issues (e.g. discrepancies in student records, residency issues, audit results, etc.) for the purpose of ensuring the accuracy of information.
• Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
• Verifies student related data (e.g. grades, information, residency, graduation progress, etc.) for the purpose of ensuring the accuracy of the student records.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations & laws related to student enrollment, graduation and transfer; graduation requirements; and business telephone etiquette.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including software and preparing and maintaining accurate records.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include:

• Adapting to changing priorities and working within time constraints.
• Communicating clearly and effectively with diverse groups of individuals.
• Maintaining confidentiality of sensitive student and school information.
• Prioritizing tasks and working independently with minimal supervision.
• Paying close attention to detail when handling student records and documentation.
• Establishing and maintaining effective working relationships as a collaborative team member.
• Remaining productive and responsive while working with frequent interruptions.
• Reading, writing, and communicating clearly in English.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 75% sitting, 15% walking, 10% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience is required.

Education: High School diploma or equivalent.

Required Testing Certificates and Licenses

None Specified None Specified

Continuing Educ./Training Clearances

None Specified Criminal Background Clearance

FLSA STATUS: Non Exempt

RETIREMENT: Public Education Employee Retirement Systems (PEERS)

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluations utilizing the Performance Based Support Staff Evaluation process.