Special Education Administrative Assistant (Part-Time)

Special Education Administrative Assistant (Part-Time)The Special Education Administrative Assistant (Part-Time) supports the Special Education Department by managing, scanning, uploading, and maintaining student special education records in Infinite Campus. This role is critical to ensuring that IEPs, Evaluation Summary Reports (ESRs), progress monitoring data, and compliance documentation are accurately organized, timely uploaded, and maintained in accordance with state and federal requirements. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working within established systems and timelines.

This position is well-suited for someone who enjoys behind-the-scenes work that directly supports students, educators, and compliance processes.Key ResponsibilitiesDocument Scanning & Records ManagementScan special education documents including: Individualized Education Programs (IEPs) Evaluation Summary Reports (ESRs) Progress monitoring data Consent forms, releases, and evaluation paperwork Meeting notices, sign-in sheets, and compliance documentationEnsure scanned documents are clear, complete, legible, and correctly orientedSave and label files using established naming conventionsOrganize documents by student, date, and document typeInfinite Campus Data SupportUpload scanned documents into Infinite Campus under the appropriate student profile and document categoryVerify documents are correctly attached to corresponding IEPs, ESRs, or compliance recordsCross-check uploads using provided checklists to ensure all required components are presentIdentify and flag missing, incomplete, or unclear documentation for follow-upCompliance & Timeline SupportSupport adherence to special education timelines and documentation requirementsAssist the Special Education Coordinator with maintaining Indicator 11 and Indicator 13 documentationPrepare and organize student records for internal reviews and auditsMaintain accurate, up-to-date digital student filesCommunication & CollaborationCommunicate clearly and professionally with: Special Education Coordinator Special Education Case Managers Associate teachers and related service providers (as directed)Provide brief status updates on assigned tasksAsk clarifying questions when instructions are unclearCommunicate professionally over the phone when needed for internal follow-upConfidentiality & Professional PracticeMaintain strict confidentiality of all student records in compliance with FERPA and school policiesHandle sensitive information with professionalism and discretionFollow all internal procedures related to student data access, storage, and securityQualificationsHigh school diploma or equivalent required Prior experience in school offices, data entry, records management, or compliance-based roles preferred Familiarity with Infinite Campus is a plus but not required (training provided) Basic computer proficiency, including: File management and organization Scanning and creating PDFs Uploading documents to web-based systems Strong organizational skills and exceptional attention to detail Clear verbal and written communication skills Ability to follow written procedures, checklists, and timelines accurately Dependable, punctual, and able to work independently once trained Demonstrated ability to maintain confidentiality and professional judgment Physical Requirements: Ability to sit or stand for extended periods while working at a computer Ability to lift and move files, binders, or boxes of documents as needed Ability to perform repetitive tasks such as scanning and data entry with accuracyAbout Sussex Montessori SchoolSussex Montessori School was approved as a charter school by the Delaware Department of Education in April 2018 and is currently serving grades K through 4. One grade per year will be added to eventually serve children in grades K through 6. The Sussex Montessori School Board believes that the creation of a Montessori public school in Sussex County, DE will improve student learning, allow for greater choice for parents, and serve as a model for alternative approaches to education by providing a proven and innovative teaching and learning environment.

The mission of Sussex Montessori School is to nurture the development of empathetic, collaborative, persistent and innovative global and community citizens in accordance with the time-tested philosophy of Maria Montessori, through authentic personalized learning experiences, respectful relationships, opportunities to innovate, and a focus on global citizenship. The school is located in Seaford, Delaware, which is a diverse rural area with a thriving Hispanic population as well as growing Haitian community.