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Position Type:
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
6/23/2026
Location:
Pikes Peak BOCES
Date Available:
2026-2027 school year
Special Education Administrative Assistant
Reports To: Director of Exceptional Student Services or Designee
Classification: Classified Staff
Salary Range: Placement on Classified Salary Schedule (based on experience and scope of
responsibility) $35,000 to $60,000 annually
Position Summary:
The Special Education Administrative Assistant provides centralized administrative, data management,
and compliance support across special education and School of Excellence (SOE) programs within
Pikes Peak BOCES.
This position serves as the primary owner of program-level data entry integrity, billing submittal and tracking, and
compliance data entry documentation systems, ensuring alignment across data entry of attendance, enrollment, IEP records,
and reporting requirements.
The role works in coordination with special education administrative staff and program leadership to ensure data entry and administrative tasks are completed.
Responsibilities are structured to ensure clear ownership of key operational systems, with defined
backup support to maintain continuity while preventing duplication of duties.
Minimum Qualifications
• High school diploma or equivalent required; associate's or bachelor's degree preferred
• Demonstrated experience in administrative support and data entry, preferably in an educational setting
• Experience with data entry and data systems, spreadsheets, and student information systems (e.g., Infinite
Campus, Enrich, Frontline) preferred
• Strong organizational, communication, and technology skills
• Ability to maintain confidentiality and manage sensitive information
Administrative Operations & Data Management Primary Responsibility:
• Maintain accurate student records across systems, including enrollment, demographics, and
program placement
• Support enrollment processes, including intake, file creation, and system updates
• Maintain organized digital and physical filing systems for audit readiness
• Process records requests in a compliant and timely manner
Shared / Support Role:
• Support daily attendance processes in Infinite Campus in coordination with program
staff
Attendance & Membership Primary Responsibility:
• Prepare and maintain relevant financial documentation used for district invoicing
• Ensure accuracy of entry/exit dates, placement changes, and program enrollment
• Reconcile district data with program records and financial reporting requirements
Shared Responsibility:
• Collaborate with staff to ensure alignment between daily attendance (Infinite Campus) and
district records
• Support cross-checking processes to ensure data consistency across systems
Compliance & Reporting Support Primary Responsibility:
• Track and support IEP documentation timelines and compliance requirements
• Assist with October Count preparation, verification, and submission
• Ensure alignment across attendance, membership, and documentation for audit purposes
• Maintain confidentiality and proper handling of all student and staff records
Staff Support & HR Coordination Primary Responsibility:
• Track staff attendance and leave for program-level reporting
• Process and verify staff timesheets in coordination with supervisors
• Maintain staff records, including onboarding and exit updates
• Maintain open job postings and review applicants
• Provide reference checks for new potential staff
Support Role:
• Provide staffing updates to support daily program operations
Financial & Operational Support Primary Responsibility:
• Process purchase requests and maintain financial documentation
• Reconcile expenditures and support budget tracking processes
• Coordinate ordering and inventory of program supplies
• Ensure adherence to purchasing procedures and timelines
Program Assistance & Communication
• Serve as a point of contact for staff, families, districts, and partner agencies
• Coordinate meetings, including scheduling and preparation of materials
• Support communication as needed as related to transportation, nutrition services, and
programming
• Assist with set up and clean up of professional development, meetings, and school
events
• Support emergency communication systems and notifications as needed
Systems Management & School Operations Primary Responsibility:
• Assist with system updates, user access, and data accuracy
Shared Responsibility:
• Maintain documentation related to safety procedures, drills, and incident tracking
• Coordinate security video requests and documentation as needed
• Support student information systems (e.g., Infinite Campus), including attendance, scheduling,
report cards, and transcripts
Front Office & Building Operations
Shared Responsibility with Administrative Staff:
• Support monitoring and operation of administrative and school entry doors
• Assist with visitor access protocols and building security procedures
• Provide backup front office support as needed to maintain safe and efficient operations
Knowledge, Skills, and Abilities
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proficiency with databases and student information systems
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work independently while contributing to a collaborative team environment
• Problem-solving skills and adaptability
Working Conditions and Physical Requirements
• Frequent standing, walking, bending, talking, and hearing
• Occasional reaching, climbing, balancing, stooping, or kneeling
• Ability to occasionally lift and/or move objects up to 25 pounds
• Work is performed in office and school-based environments
Travel Requirements
• Occasional travel to program sites or member districts may be required
• Employee must have reliable transportation if travel is assigned
• Mileage reimbursement provided in accordance with Board policy
Salary and Terms of Employment
• Full-time, 12-month classified position aligned to the BOCES work calendar
• Earned leave provided in accordance with Board policy
• Salary placement determined based on experience and classified salary schedule
• Employment is on an annual basis and subject to renewal
Benefits
Eligible employees may receive benefits in accordance with Board policy, including health, dental,
vision, life insurance, and PERA participation
Evaluation
This position will be evaluated in accordance with Pikes Peak BOCES policies and aligned to
role-specific performance expectations, including job performance, compliance, communication,
collaboration, and professionalism
Additional Information / Disclaimer
The statements contained herein describe the general nature and level of work being performed and
are not an exhaustive list of all responsibilities. Duties may be modified at any time based on
organizational needs.
The Pikes Peak BOCES Board is commi]ed to a policy of nondiscrimina,on in accordance with
applicable federal and state laws and cons,tu,onal provisions. Accordingly, no otherwise quali?ed
[student], employee, applicant for employment, or member of the public may be excluded from
par,cipa,on in, be denied the bene?ts of, or be subjected to unlawful discrimina,on under any Pikes
Peak BOCES program or ac,vity on the basis of disability, race, creed, color, sex, sexual
orienta,on, marital status, na,onal origin, religion, ancestry [or need for special educa,on
services].
Discrimina,on against employees and applicants for employment based on age, gene,c informa,on, and
condi,ons related to pregnancy or childbirth is also prohibited in accordance with state and/or
federal law. This is an at-will position.