Bilingual Special Education Administrative Assistant & Interpreter

Job Title: Special Education Administrative Assistant & Qualified Interpreter
Location: Traveling to different campuses is necessary for this role
Department: Student Services/Academics
Reports To: Managing Director of Student Services
Salary Range: Starting at $45k
Employee Type: Regular Full Time
Start Date: August 2026

Company Mission:

Distinctive Schools creates diverse, joyful, welcoming communities rooted in social justice and
rigorous learning. We support all learners to be engaged, curious, and to achieve their full
potential. Our students become confident advocates, creative problem-solvers, and
collaborative leaders.

This role will provide a wide variety of complex and confidential administrative and secretarial support, communicating information to Distinctive Schools staff, students, families and others as required. The position will also assist in assuring compliance of department/program activities with legal, administrative and District policy requirements.

Job Responsibilities

• Coordinate with Case Managers and school staff to schedule and confirm IEP meetings with parents/guardians.

• Prepare, distribute, and mail required special education documents, including Notices of Conference, draft IEPs, finalized IEPs, Prior Written Notices, and Procedural Safeguards, in accordance with legal timelines.

• Prepare meeting materials and ensure all required documentation is available for IEP meetings.

• Verify that all required team member and parent/guardian signatures are obtained and accurately documented.

• Maintain accurate, organized, and confidential special education student records in compliance with federal, state, and district requirements.

• Ensure every student receiving special education services has a complete and secure special education file.

• Monitor annual review timelines to verify IEPs remain current and compliant with required review dates.

• File, organize, and securely store student records following district records management procedures.

• Complete and submit Medicaid billing documentation for eligible special education services in accordance with state and district requirements.

• Coordinate Spanish translation and interpretation services to ensure meaningful communication with families during the special education process.

• Support compliance by maintaining accurate documentation, tracking required forms, and assisting with audits and record reviews.

• Collaborate with school staff to ensure timely completion of administrative tasks that support the implementation of special education services.

Job Requirements or Qualifications

Education
High School Diploma or equivalent

Qualifications

• At least 2 years of school operations or business administration experience

• Bilingual in Spanish

• Expert in Calendar Management and assessing priorities (able to identify urgent vs important)

• An understanding of protocol requirements when interactive with families

• Demonstrated ability to multitask and hit numerous deadlines simultaneously

• Technology demands:

  • Proficient in cloud based technologies (Such as Google Suite)

  • Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information

• Willingness to obtain Qualified Interpreter certification isbe approved training

Physical demands

Occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally, the job requires 30% sitting, 50% walking, and 20% standing.

Physical demands

Occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching,
and/or crawling; and significant fine finger dexterity. Generally, the job requires 30% sitting,
50% walking, and 20% standing.

Benefits

• 25+ paid holidays, upfront sick leave, and an accrual-based personal time bank
• 12 weeks family paid leave
• Comprehensive Healthcare (Medical, Dental, Vision)
• 403b match
  • Fully match up to 3%
  • 50% match up to 5%
• Professional development including tuition reimbursement
• Gym and wellness discounts
• And more

Description Disclaimer

Since no job description can detail all the duties and responsibilities that may be required from
time to time in the performance of a job, duties and responsibilities that may be inherent in a
job, reasonably required for its performance, or required due to the changing nature of the job
shall also be considered part of the jobholder's responsibility.

EEO

Distinctive Schools is an equal opportunity employer and does not discriminate against any
employee or applicant for employment on the basis of race, color, religion, sex, gender,
national origin, age, disability, veteran status, marital status, sexual orientation, gender
identity, gender expression, or any other personal characteristic protected by applicable law.
Distinctive Schools is committed to the full inclusion of all qualified individuals. In keeping with
our commitment, Distinctive Schools will take the steps to assure that people with disabilities
are provided reasonable accommodations. Accordingly, if reasonable accommodation is
required to fully participate in the job application or interview process, to perform the
essential functions of the position, and/or to receive all other benefits and privileges of
employment, please contact talent@distinctiveschools.org or call 773.828.4191