Job Description
Job Title: Exceptional Children (EC)/Pre-K Administrative Assistant
Reports To: Director of Exceptional Children/Pre-K
Position Summary
The Exceptional Children (EC) / Pre-K Administrative Assistant provides comprehensive
administrative and operational support for the Exceptional Children and Preschool
Programs. This position is responsible for coordinating office operations, maintaining
confidential student and departmental records, supporting compliance with state and
federal requirements, assisting with financial processes, and serving as a primary point
of contact for staff, families, and community agencies. The Administrative Assistant
ensures the efficient day-to-day operation of the department while supporting district
initiatives and program goals.
Essential Duties and Responsibilities
Administrative Support
? Serve as the primary receptionist for the EC Department by answering and
directing departmental phone calls and assisting visitors.
? Provide administrative support to the Director of Exceptional Children and
department staff.
? Schedule appointments and maintain the Director's calendar.
? Prepare correspondence, reports, forms, and other departmental documents.
? Attend district meetings as requested and record meeting notes when
appropriate.
? Set up and break down departmental meetings, trainings, and professional
development sessions.
? Schedule staff development activities for the EC Department.
? Perform other duties as assigned by the direct supervisor.
Financial and Purchasing Responsibilities
? Process monthly invoices for departmental expenditures.
? Prepare and process departmental requisitions.
? Order and coordinate supplies, instructional materials, and office resources.
? Prepare and submit reimbursement invoices to CADA and other applicable
agencies.
? Maintain accurate financial records in accordance with district procedures.
Student Records and Enrollment
? Process disability requests and maintain required documentation.
? Process Exceptional Children transfer record requests.
? Enroll EC Preschool students into Infinite Campus.
? Process preschool applications and coordinate preschool intake procedures.
? Coordinate initial Pre-K registration and developmental screening.
? Maintain active and inactive student files in accordance with district, state, and
federal record retention requirements.
Preschool and Program Compliance
? Prepare and submit monthly NC Pre-K attendance reports.
? Maintain and monitor the Preschool Monitoring Tool to ensure compliance with
program requirements.
? Assist with program documentation and reporting requirements.
? Maintain records of Medicaid-approved students and related documentation.
Human Resources Support
? Process background checks and fingerprinting for Pre-K employees.
? Maintain confidential personnel documentation related to Pre-K staff as required.
Facilities and Technology Coordination
? Submit maintenance work orders and technology service requests for the
department.
? Coordinate facility and equipment needs for departmental meetings and training
events.
General Responsibilities
? Maintain confidentiality of all student, personnel, and departmental information in
accordance with FERPA, HIPAA (as applicable), and district policies.
? Establish and maintain effective working relationships with district personnel,
parents, community agencies, and the public.
? Demonstrate professionalism, organization, and excellent customer service.
? Perform other duties as assigned by the Director of Exceptional Children.
Knowledge, Skills, and Abilities
? Knowledge of office management practices and administrative procedures.
? Strong organizational, time management, and multitasking skills.
? Excellent verbal and written communication skills.
? Ability to maintain strict confidentiality.
? Proficiency with Microsoft Office Suite, Google Workspace, and student
information systems such as Infinite Campus.
? Ability to learn district financial, purchasing, and reporting software.
? Ability to work independently while managing multiple priorities and deadlines.
? Strong customer service and interpersonal skills.
Minimum Qualifications
? High school diploma or equivalent required; associate degree in business, office
administration, or related field preferred.
? Minimum of three years of increasingly responsible administrative support
experience; experience in public education or an Exceptional Children/Pre-K
setting preferred.
? Experience with student information systems, financial software, and office
technology preferred.
Physical Requirements
? Ability to sit, stand, walk, bend, and lift up to 25 pounds.
? Ability to operate standard office equipment, including computers, printers,
copiers, and telephones.
? Ability to travel between district locations as needed.
Terms of Employment
? 12 month position
Salary based on district salary schedule and experience
Evaluation
Performance will be evaluated annually by the Director of Exceptional Children in
accordance with district policies and procedures.
DISCLAIMER:
This job description is intended to describe the general nature and level of work performed by an individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Weldon City Schools reserves the right to modify this job description as needed.