Special Education Administrative Assistant

Job Title: Special Education Administrative Assistant
Location: Traveling to different campuses is necessary for this role
Department: Student Services/Academics
Reports To: Managing Director of Student Services
Salary Range: Starting at $45k
Employee Type: Regular Full Time
Start Date: August 2026

Company Mission

Distinctive Schools creates diverse, joyful, welcoming communities rooted in social justice and
rigorous learning. We support all learners to be engaged, curious, and to achieve their full
potential. Our students become confident advocates, creative problem-solvers, and
collaborative leaders.

Position Overview

This role will provide a wide variety of complex and confidential administrative and secretarial
support, communicating information to Distinctive Schools staff, students, families and others
as required. The position will also assist in assuring compliance of department/program
activities with legal, administrative and District policy requirements.

Job Responsibilities

• Coordinate with Case Managers to schedule IEP meetings
• Send Notice of Conference to families 10 calendar days before the meeting date and document
• Provide IEP documents to families
• Make copies of IEP documents
• Return school file to locked cabinet/room
• Ensure and confirm that each student has a special education file
• Verify that each IEP is current (no more than 365 calendar days since last IEP review)
• Ensure all signatures are collected
• Prepare and mail all necessary IEP documents
• Maintain accurate and updated students files
• Complete/submit Medicaid billing for eligible students
• Provide translation services when needed

Job Requirements or Qualifications

Education
High School Diploma or equivalent

Qualifications

• At least 2 years of school operations or business administration experience
• Expert in Calendar Management and assessing priorities (able to identify urgent vs important)
• An understanding of protocol requirements when interactive with families
• Demonstrated ability to multitask and hit numerous deadlines simultaneously
• Bilingual in Spanish
• Technology demands:
  • Proficient in cloud based technologies (Such as Google Suite)
  • Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information

Physical demands
Occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching,
and/or crawling; and significant fine finger dexterity. Generally, the job requires 30% sitting,
50% walking, and 20% standing.

Benefits

• 25+ paid holidays, upfront sick leave, and an accrual-based personal time bank
• 12 weeks family paid leave
• Comprehensive Healthcare (Medical, Dental, Vision)
• 403b match
  • Fully match up to 3%
  • 50% match up to 5%
• Professional development including tuition reimbursement
• Gym and wellness discounts
• And more

Description Disclaimer

Since no job description can detail all the duties and responsibilities that may be required from
time to time in the performance of a job, duties and responsibilities that may be inherent in a
job, reasonably required for its performance, or required due to the changing nature of the job
shall also be considered part of the jobholder's responsibility.

EEO

Distinctive Schools is an equal opportunity employer and does not discriminate against any
employee or applicant for employment on the basis of race, color, religion, sex, gender,
national origin, age, disability, veteran status, marital status, sexual orientation, gender
identity, gender expression, or any other personal characteristic protected by applicable law.
Distinctive Schools is committed to the full inclusion of all qualified individuals. In keeping with
our commitment, Distinctive Schools will take the steps to assure that people with disabilities
are provided reasonable accommodations. Accordingly, if reasonable accommodation is
required to fully participate in the job application or interview process, to perform the
essential functions of the position, and/or to receive all other benefits and privileges of
employment, please contact talent@distinctiveschools.org or call 773.828.4191