Administrative Support Specialist

About the role

The Administrative Support Specialist provides administrative and clerical support to the Director of Special Education and the Special Education Department.

Responsibilities

• 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.
• Aid in 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.
• Learns and effectively uses 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.