Special Education Administrative Assistant

Job | Posted 22 days ago


Position Summary
Working from one of our Family Service Centers, the Special Education Administrative Assistant is responsible for completing tasks to fulfill the special education process timelines under Federal and State (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 special education meetings (IEP, evaluations, and Related Services), coordinating Related Services and evaluations, communicating special education process information to Caretakers/Learning Coaches and students, 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.
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; contact prior LEA to obtain outstanding documents
  • Answering the phones to address CCA families and potential families’ needs
  • Maintaining and auditing student’s hard and electronic files
  • Generating, communicating and monitor 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
  • 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. 

Position Type
  • Full-time
  • Non-Exempt
  • Hourly
  • Travel may be occasionally 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.

Posted By

Commonwealth Charter Academy

000, 000, PA 00000
Compare with State

Amount per Student


State Average: $16,365

% ELL Students


State Average: 3%

Student Teacher Ratio


State Average: 14.21

% IEP Students


State Average: 18%



State Average: 302