ADMINISTRATIVE ASSISTANT
SPECIAL EDUCATION
JOB DESCRIPTION 

JOB TITLE:  Administrative Assistant - Special Ed.                       FLSA STATUS: Non-Exempt                

REPORTS TO: Department Supervisor                                         PAY GRADE: SAT-04

LOCATION: Education Support Services                                      DAYS: 228 | CALENDAR E

                                                                                                      JOB ID & DATE: SAT-16  | June 2026

JOB PURPOSE SUMMARY

Provides confidential administrative, clerical, and program support for special education services with a strong emphasis on IEP meeting coordination, documentation, communication, and compliance support. Works as part of the Special Education team to support department staff, school teams, families, and related service providers. The Administrative Assistant assists with records, files, data tracking, and communication related to special education processes while maintaining a high level of confidentiality and professionalism.

 

REQUIREMENTS

Education Level Details

High School Diploma or GED
Associate's Degree preferred

License / Certification Required

None

Work Experience Required

Minimum of three (3) years of administrative, clerical, school-based, or department support experience required.

Experience supporting special education, student services, or confidential student records preferred.

Other Skills and Abilities Required

Knowledge of terminology, procedures, equipment, and administrative support functions.

Knowledge of school district operations and student support systems preferred.

Ability to maintain confidential student, family, personnel, and district information.

Strong oral and written communication skills.

Ability to interact with staff, families, students, administrators, and community members with tact, courtesy, and diplomacy.

Ability to follow complex oral and written instructions.

Ability to organize records, maintain accurate documentation, and support multiple timelines.

Ability to use district technology systems, student information systems, and electronic document platforms.

Knowledge of Enrich IEP preferred

Bilingual in English and Spanish preferred.

ESSENTIAL FUNCTIONS, KEY DUTIES AND RESPONSIBILITIES

General

• Screen, respond to, and/or distribute mail, documents, and communications as appropriate.
• Attend meetings to provide or obtain information as assigned.
• Obtain, compile, organize, and prepare information and data for reports, meetings, department records, and other required documentation.
• Coordinate special administrative projects as assigned, including gathering information, tracking completion, providing project updates, and preparing final documentation.
• Maintain organized electronic and paper files in accordance with district procedures and confidentiality requirements.
• Perform other duties as may be required that fall within the general scope of the position's responsibilities.

   IEP and Special Education Support

• Support special education staff, including specialists, coaches, occupational therapists, physical therapists, psychologists, speech-language pathologists, teachers, and other related service providers.
• Support the organization, maintenance, and review of special education files and records.
• Assist with tracking special education timelines, meeting dates, notices, documentation, and required follow-up tasks.
• Support schools by helping research records, locate documentation.
• Track and support documentation related to students receiving special education services, Section 504 support and McKinney-Vento/Title X programmatic requirements as designated. Help with maintaining and updating special education information on district webpages or shared department resources.
• Make independent decisions within established guidelines, procedures, and reporting structures.
• Communicate sensitive information to staff, students, parents/guardians, and community members in a professional and confidential manner.
• Respect and maintain the confidentiality of students, families, staff, administrators, and community partners.

   Reporting and Compliance Support

• Compile and submit reports as required by the department.
• Assist with gathering, organizing, and reviewing student data and documentation needed for compliance monitoring, internal review, and department planning.
• Support data entry, records maintenance, and documentation processes related to special education services.
• Assist with preparing information for audits, state reporting, internal reviews, and department requests as assigned.
• Monitor assigned tracking tools and communicate missing or incomplete information to appropriate staff.

   Department Support

• Assist with department purchasing, requisitions, purchase orders, supply orders, and related documentation as assigned.
• Support onboarding, communication, and coordination for special education staff and related service providers as assigned in Enrich
• Collaborate with other district departments and school-based staff to support students and ensure timely communication.
• Cross train with Medicaid, MTSS, CLDE and READ Act

SUPERVISORY RESPONSIBILITIES

  None

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

The physical demands, work environment factors and mental functions described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

Physical Demands: While performing the duties of this job, the employee is occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 40 pounds.

Work Environment: While performing the duties of this job, the employee will work primarily in a usual office or school environment. The position may require the employee to work some evenings and weekends.  The individual must be able to work remotely in the event of a district shut-down or other situation.

Mental Functions:  May work prolonged or irregular hours and must be able to maintain control under stress While performing the duties of this job, the employee is regularly required to communicate, compare, analyze, coordinate, instruct, evaluate, and use interpersonal skills. Occasionally required to compile, copy, compute and negotiate.

TRANSPARENCY IN PAY AND BENEFITS

Adams 14 is committed to transparency in compensation and benefits and complies with Colorado's Equal Pay for Equal Work Act. We offer a competitive and comprehensive benefits package designed to support the health, financial security, and well-being of our employees.

Compensation for this position is $45,691 to $67,540 per year (2026-2027), based on verified experience and qualifications, and aligned with the Adams 14 salary schedule. This position is scheduled for 228 work days annually. Additional compensation opportunities may be available through stipends or supplemental assignments, depending on job responsibilities.

Benefits include: Paid Time Off (PTO), Medical, dental, and vision insurance plans, District contributions to Health Savings Accounts (HSA), Flexible Spending Accounts (FSA), Employee Assistance Program (EAP) with free and confidential support services, Wellness and preventive care programs.  Voluntary coverage options for life insurance, accidental death and dismemberment (AD&D), critical illness, cancer care, legal assistance, and accident insurance are available for all full-time staff.

Retirement and voluntary benefits include: Membership in the Colorado Public Employees' Retirement Association (PERA) and optional retirement savings plans, including 403(b) and 457(b).

For more detailed information, please review the Adams 14 Employee Benefits Guide, available on the District website.