Administrative Support Specialist

Description

The Administrative Support Specialist provides administrative and clerical support to the Director of Special Education and the Special Education Department. This position performs a variety of administrative functions that contribute to the efficient daily operation of the department, including scheduling, document preparation, recordkeeping, data entry, communication, and office support.

The ideal candidate is a highly organized, detail-oriented professional who demonstrates initiative, professionalism, and strong follow-through. This role requires excellent communication skills, the ability to manage multiple priorities, strong technology skills, and the ability to quickly learn and utilize new systems and digital tools. The Administrative Coordinator works independently while supporting a collaborative team environment and maintaining confidentiality in all aspects of the position.

Requirements

ESSENTIAL FUNCTIONS

Administrative Support

• Provide administrative and clerical support to the Director of Special Education and department staff.
• Answer and direct phone calls, emails in a professional and courteous manner.
• Schedule meetings, and conference calls, including reserving meeting space and preparing materials.
• Prepare, proofread, format, and distribute correspondence, reports, forms, presentations, and other department documents.
• Maintain department calendars and assist with scheduling activities.
• Order and maintain office supplies and assist with general office organization.

Records and Document Management

• Maintain electronic and paper filing systems in accordance with department procedures.
• Organize, scan, file, and retrieve confidential records and documents.
• Assist with preparing documentation for audits, compliance reviews, state reporting, and department projects.
• Monitor document submission deadlines and notify appropriate staff of outstanding items.

Data Entry and Office Technology

• Enter, update, and maintain information in department databases, spreadsheets, and software systems.
• Generate routine reports and assist with maintaining tracking logs and department records.
• Utilize Google Workspace and other department software to support daily operations.
• Learn and effectively use new software applications and digital tools as assigned.

Customer Service

• Serve as the primary administrative contact for routine inquiries from staff, families, vendors, and outside agencies.
• Respond to requests for information or direct inquiries to the appropriate department staff.
• Provide courteous, timely, and professional customer service in all interactions.

Department Support

• Prepare meeting agendas, assemble packets, and distribute materials.
• Record meeting notes and maintain department documentation as assigned.
• Assist with department mailings, copying, scanning, and document distribution.
• Support department events, training sessions, and meetings through administrative preparation and logistical assistance.

General Responsibilities

• Maintain strict confidentiality of student, employee, and department information.
• Demonstrate professionalism, dependability, and attention to detail.
• Prioritize assigned work and complete tasks within established timelines.
• Follow department procedures and maintain accurate records.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS

• High school diploma required; Associate degree in Business, Office Administration, or a related field preferred.
• Minimum of two (2) years of administrative support, office assistant, or clerical experience.
• Proficiency in Google Workspace.
• Strong organizational, time management, and multitasking skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong attention to detail and ability to maintain accuracy.
• Ability to maintain confidentiality, exercise discretion, and sound judgement.
• Ability to work independently while following established procedures.
• Ability to learn new software systems and office technology.
• Occasional Travel

PREFERRED QUALIFICATIONS

• Experience supporting a department, leadership team, or educational organization.
• Experience with data management, reporting, or document coordination.