Special Education Administrative Assistant
Grand Forks Public Schools
Administration
Grand Forks, ND, USA
Posted on Aug 16, 2025
Qualifications:
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High school diploma or equivalent; associate's degree preferred
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3+ years of administrative or clerical experience, preferably in education
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Knowledge of special education laws and regulations (IDEA, Section 504, ADA)
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Efficiency in Microsoft, Google, and student information systems
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Basic business accounting knowledge
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Knowledge of records management procedures
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Strong organizational and time management skills
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Excellent communication, problem-solving, and human relations skills
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Ability to maintain strict confidentiality
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Detail-oriented with strong problem-solving skills
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Other high-level secretarial skills
Position Overview: The Special Education Administrative Assistant provides a wide variety of complex administrative and secretarial support to the district's Special Education Department leadership. This person assists the special education director, assistant director, special education coordinators, and special education staff members with managing compliance requirements, coordinating district-wide programs, and serving as a key liaison between central administration, schools, families, and external agencies. This person produces and conveys information regarding department functions and procedures; ensures efficient operation of support functions; creates and/or coordinates assigned projects and site activities. The nature of the work performed requires knowledge of Grand Forks Special Education Unit’s organizational functions, policies, personnel, and programs, and involves the use of sound judgment, professionalism, and tact when interacting with the public and Grand Forks Public School staff.
Responsibilities:
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Assist the Executive Director of Special Education and Assistant Director of Special Education with clerical and administrative duties as assigned.
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Maintain confidential student records and ensure compliance with IDEA and FERPA regulations
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Assist with data entry into special education information systems
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Serve as liaison between the central office and school-based special education teams
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Manage Director, Assistant Director, and department calendar, as well as scheduling for multiple staff members
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Assist the Director and Assistant Director with IEP compliance monitoring across all schools
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Assist the Director and Assistant Director in completing state compliance reviews and audits
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Assist the Director and Assistant Director with complaint resolution and corrective action plans
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Maintain filing systems for student records, evaluations, and legal documents
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Maintain student information systems and special education databases
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Manage confidential records retention and destruction protocols
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Assist the ECSE team with student information intake for referrals and the monthly ECSE selective screen
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Create and process purchase order requests along with reimbursement forms as requested
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Maintain records for programs, reports, contracts, and check requests
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Assist the Director and Assistant Director with state reporting requirements and data collection
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Assist the Director and Assistant Director in monitoring compliance deadlines and regulatory requirements
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Support the Special Education department during compliance reviews and audits
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Assist the Director and Assistant Director in preparing state and federal reports, including child count and exit data
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Coordinate with IT department on system updates and security measures
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Assist the Director in managing contracts with outside service providers and agencies
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Serve as initial contact for parents who have questions about special education programming
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Function as a liaison among special education staff, special education leadership, and the public
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Assist with coordinating, processing, and communicating the results of in-district transfer requests for students with disabilities
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Other duties as assigned
Work Environment and Physical Demands: While performing the duties of this job, the
employee is frequently required to sit, walk and stand. Lift sixty (60) lbs. occasionally, with the
ability to reach, stand, walk, carry, bend, stoop, kneel, crouch, and sit. The ability to hear and
see in order to communicate effectively as well as communicate clearly and concisely. Maintain
mental capacity, allowing for effective interaction and communication with others.
Terms of Employment: Twelve (12) months
Evaluation: Job performance will be evaluated by the Executive Director of Special Education
