Special Programs Office Aide

Job Title:

Special Programs Office Aide

Wage/Hour Status:

Reports to:

Director of Special Programs

Pay Grade:

Dept./School:

Special Programs

Date Revised: August 2026

Primary Purpose:

Support the Special Programs Office in a variety of ways. Provide assistance with legal forms and documentation to ensure efficiency and organization of the department in a consistent manner. Assist in completing needed tasks including, but not limited to copying, filing, updating records, distributing necessary paperwork and notices and reminders to parent/guardian and school personnel.

Qualifications:

Education/Certification:

High school diploma or GED

Prefer special education knowledge/background

Special Knowledge/Skills:

Ability to assist in organizing and maintaining multiple offices Ability to follow verbal and written instructions

Computer skills (Excel Spreadsheets, OneDrive, etc)

Ability to lift 40 pounds

Ability to transport self, files, and supplies among multiple campuses and/or administrative offices Ability to multi-task

Ability to be flexible and handle interruptions while maintaining attention to detail Ability to deal with a variety of personalities and maintain a professional demeanor

Strong organizational, communication, and interpersonal skills

Experience:

Previous clerical experience in an office setting

Major Responsibilities and Duties:

• Maintain confidentiality at all times.
• Maintain professional relationships with staff members within Special Programs and the district.
• Communicate effectively with parents, related service personnel, and all levels of campus personnel.
• Maintain appropriate business hours, professional dress, language, behavior and workspace.
• Follow all district policies and procedures.
• Maintain Special Education eligibility folders with accuracy and consistency.
• Use computer and other technology appropriately and effectively.
• Develop and maintain the ARD schedule collaboratively with the diagnostician/LSSP/campus administrator, Special Programs staff including calendar invitations for all required members.
• Send Admission, Review, and Dismissal (ARD) notice to parents so it will reach them before the 5-day timeline and notify all applicable ARD attendees.
• Call parents to remind them of the meeting on or about the day before the meeting and confirm that they plan to attend. Maintain a log of calls and document parents' statements about attending.
• Prepare ARD paperwork as needed by the Diagnostician/LSSP, including assisting staff members in obtaining information from campus files.
• Other duties as assigned.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, calculator, copier, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions. Maintain emotional control under stress. Repetitive hand motions, prolonged use of the computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by Employee: Date

Reviewed by Director: Date: