Administrative Assistant-Special Programs Compliance and Records Management Assistant

Job | Posted 2 months ago
Position Areas
Non-Instructional Support


Administrative Assistant-Special Programs Compliance and Records Management Assistant  


To assist the Director of Special Programs in implementing and maintaining initiatives which promote the Division’s philosophy and mission.

Salary: $31,066-$49,858 (Commensurate with Experience)
Please visit the NCPS webite to determine salary specifics according to the current salary scale:
Primary Purpose

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
  • Accurately organize and maintain financial records and files for a variety of budgets including state grants and local funding.
  • Conduct all duties related to the provision, tracking, and billing of Medicaid services for the school division.
  • Create and monitor billable services and work collaboratively with contracted providers to ensure accuracy of billing and Medicaid reimbursements. Track monthly invoices and payments relative to Medicaid services and communicate transactions with the Finance Office.
  • Establish a system to maintain a Plan of Care for all special education students in the division.  Monitor and audit records routinely to ensure accuracy and compliance with state requirements.
  • Assist in the completion of the Annual Cost Report as related to Medicaid duties as well as complete quarterly reviews to determine eligible students residing in Northampton County.
  • Monitor and track the use of proportionate set aside funds for the provision of special education services for students who are home schooled or privately placed as per state and federal requirements.
  • Research student and staff needs in order to prepare and complete purchase orders for budget requests. Verify and approve invoices in accordance with available funding for specified budgets and/or grants and communicate purchases with the division Finance Office.
  • Assist with ordering and purchasing materials and supplies for special education, gifted, and/or PreK students.
  • Monitor receipt of ordered supplies and maintain on-going inventory of these purchased materials for auditing purposes. Distribute materials and supplies accordingly throughout the division.
  • Monitor grants and prepare reimbursement requests, budget transfers, and amendments for federal and state funds. Prepare and maintain monthly finance reports relative to the Office of Special Programs budget and facilitate the reimbursement process.
  • Assist with departmental budget proposals and presentations.
  • Create and monitor purchase orders for services requested under The Comprehensive Service Act. Prepare relevant documents for FAPT/CPMT meetings and communicate with corresponding agencies to process invoices and payments for services.
  • Utilize data management software programs for tracking and maintaining student information.
  • Assist with local Child Find Requirements and Pre-K initiatives such as Pre-K registration. Disseminate information pertaining to these efforts and communicate with parents and relevant stakeholders regarding the availability of programs and services.
  • Support critical student services related to special education, gifted, or pre-school initiatives including creating and distributing Pre-K report cards or other relevant reports.
  • Design organizational structure for files (electronic and hard copy) and maintain them.
  • Research, compile, and distribute various lists, reports, guidelines, and surveys.
  • Compose, design, and edit forms, reports, and public relations materials for posting and distribution.
  • Order, duplicate, and distribute state and local forms and reports.
  • Take dictation, type, proofread, and edit confidential memos, reports, and correspondence.
  • Check, sort, and prioritize postal, interoffice, and electronic mail.
  • Complete and submit various state department indicator reports for annual reporting/auditing purposes (e.g. December 1 Child Count).
  • Assist administrative assistants, directors, and principals with questions/problems as needed.
  • Manage confidential Special Education records.
  • Schedule Special Education eligibility meetings involving:  coordination of parents, teachers (regular and special ed), Director of Special Programs, School Psychologist, and members of the school health system.
  • Type confidential reports, assessments, psychological reports, and confidential student issues.
  • Confidential contact with clinical professionals (psychiatrists, psychologists, medical doctors) regarding specific children.
  • Coordinate schedule and records management for the day treatment program.
  • Formulate monthly rosters for Special Education and Gifted Program.
  • Manage teachers’ purchase orders, general purchase orders, and budget allocations.
  • Maintain the Sped-Sys Virginia’s Special Education Student Information System:  (a) records management regarding each student – demographic data, tracking data, required data, exit data, status change, projected dates of eligibility and IEP meetings, teacher; (b) required State reports – General State/Federal Required Extract/Report, Generate Exit File Data Extract/Report.
Attend to other duties as assigned.
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Special Programs Department.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

  • Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
  • Uses calculating devices.
Knowledge, Skills and Abilities
  • Knowledge of general office skills.
  • Ability to work with the public.
  • Organizational and time management skills.
  • Ability to report work orally or in writing to supervisor as required.
  • Ability to carry out instructions furnished in written or oral form.
  • Extensive knowledge of business/finance/bookeeping/accounting functions.
  • Demonstrate skills in financial and accounting procedures.
  • Knowledge of computers and business office procedures.
  • Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
  • Ability to problem-solve job-related issues.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding school district financial and other information.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Thorough knowledge of standard office practices.
  • Strong attention to detail.
  • Ability to communicate effectively both orally and in writing.
  • Knowledge and ability to use Microsoft Office, i.e., Excel, Word, Publisher.
  • Ability to work with a variety of people in a variety of situations.
  • Such alternative to the above qualifications as the School Board may feel appropriate and acceptable.
 Physical and Mental Demands, Work Hazards
  • Works in standard office building environments.
             *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:
  • A degree/diploma in a related program of study or appropriate courses leading to a degree/diploma.
  • Four to five years successful executive secretarial experience.
  • Knowledge and ability to use PC computer and web based software programs efficiently.
  • Ability to work with people in a variety of situations.
  • Such alternative to the above qualifications as the School Board may feel appropriate and acceptable.
FLSA Status:       Non-exempt    12- month position

Posted By

Northampton County Public Schools

7207 Young Street , Machipongo, VA 23405

At the following locations

Central Office Administration Building

7207 Young Street , Machipongo, VA 23405

Compare with State

Amount per Student


State Average: $11,724

% ELL Students


State Average: 9%

Student Teacher Ratio


State Average: 14.22

% IEP Students


State Average: 13%



State Average: 801