Special Education Administrative Assistant

$16.05 hourly
  • Hamtramck Publis Schools
  • Hamtramck Board of Education, Roosevelt Street, Hamtramck, MI, USA
  • Nov 14, 2022
Full time Admin-Clerical

Job Description

Hamtramck Public Schools

Special Education Administrative Assistant


  • Associates Degree preferred, high school diploma minimum.
  • Typing skill (60 wpm) with high accuracy.
  • Expert in computer literacy with a deep understanding of Microsoft Office Suite products and Google Suite.
  • Spreadsheets using Microsoft Excel with accuracy.
  • Database Management utilizing Microsoft Access.
  • Student Services requires the use of MIStar, or willingness and ability to learn all aspects of the program
  • Strong understanding of working with various office machines and high proficiency in office procedures.
  • A disposition that enables the establishment of positive relationships and interactions with staff, students, and the public at all times.
  • Ability to work and communicate effectively with all departments, staff, administrators and parents.
  • Punctuality and dependability is essential.  Good attendance is a necessity.  Professional dress important.
  • A high degree of dependability, personal ethics and professional skills are essential.
  • Excellent organizational, verbal and written skills.
  • The ability to maintain confidentiality, display high degree of integrity and maintain a professional disposition.
  • Strong communication skills with the ability to successfully work under pressure to meet deadlines,
  • Maintain accurate reporting, adhere to established protocols, and juggle competing projects.
  • Excellent filing/record keeping skills is mandatory.
  • Must maintain confidentiality and loyalty to the Director of Special Services.
  • History of high degree of teamwork, attention to detail, flexibility, strong organization and time management skills.
  • Tact, discretion and diplomacy with the ability to deal with high stress while maintaining professionalism.
  • Serves as the face of the department and must be a driver of high quality, customer service.
  • Other duties as assigned by the Director Special Services.



  • Work cooperatively with the Director of Special Services to assure an efficient, organized and compliant office. 
  • Work efficiently and effectively with other departments (Finance, Curriculum and Instruction, Pupil Services, Human Resources, English Learning Department, and Transportation).
  • Understand the basics of special education practices and services.
  • Type correspondence, letters, forms, memorandums or other documents as needed by the Director of Special Services.
  • Coordinate translation of written communication with the ELD Department.
  • Coordinate requests for interpreters at I.E.P. meetings.
  • Answer the telephone and respond to routine inquiries related to Special Education services.
  • Type purchase orders, quotes and perform any necessary follow-up to purchase orders.
  • Order necessary stock items for the efficient operation of the department.
  • Disseminate materials, equipment, books, etc., to appropriate staff and/or coordinate the return of material to appropriate locations.
  • Assist in the maintenance of budgets for the Department including special funding sources.
  • Prepare and maintain confidential files.
  • Prepare payroll for the Special Education Department.
  • Coordinate submission of IP paperwork packet requests to ISD.
  • Assist with PBIS program implementation and related documentation requirements.
  • Process incoming and outgoing mail.
  • Adhere to timelines and deadlines.
  • Coordinate all meetings, special events, workshops, and in-services with the Director of Special Services.
  • Be responsible for I.E.P. and Medicaid data entry, record keeping, tracking systems, and communicate any needed follow-up in a timely fashion per IDEA rules and regulations.
  • Work with pupil accounting office on preparing Special Education data submission.
  • Maintain employee records, certifications and licensing, and submit personnel inventory to Wayne RESA.
  • Assist with the on-boarding and orientation of new staff to the department.
  • Coordinate specialized transportation needs with the transportation department.
  • Maintain Center Program student bussing lists and school calendars for each district/building.
  • Any and all other duties assigned by the Director.


REPORTS TO: Director of Special Services

SALARY:  In accordance with the AFSCME Local 257 Collective Bargaining Agreement.

OTHER: This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.

 Upon recommendation for employment, Section 1230g, as amended, of the Revised School Code requires all school employees to be electronically finger printed for the purpose of undergoing a criminal history background check. The fingerprinting is conducted by a third party and is at the expense of the applicant.