Administrative Assistant IV - Special Education Services

Job Title: Administrative Assistant IV, Special Education Department: Special Education / Exceptional Student Services Reports To: Director of Special Education Compensation: H-13 Number of Days: 12 months Security Access: ESC FLSA: Non-Exempt Oklahoma Teacher’s Retirement: Optional Bargaining Unit: AFT Funding Source: General Fund Last Revised Date: June 2026 Mission: Our students lead through literacy, are empowered through experience, and contribute to their community. Vision: Tulsa Public Schools honors the diversity, creativity, and passion of our students, elevating every student to be designers of their destiny. Core Values: Our core values guide how we work and interact with each other at every level of the organization. We embrace and embody these values every day: ● Equity: We know that our diversity is a community treasure, and we are committed to dismantling practices and systems that perpetuate inequalities, being actively anti -bias, anti-racist, and working toward justice and opportunity for all. ● Character: We are honest, trustworthy and have high standards of behavior. We make decisions based on what our students and community need, and we do the right thing even when it is hard. ● Excellence: We work together to give Tulsa the world- class schools it needs and deserves. We expect a lot from one another, and we support one another in achieving our shared, high expectations. ● Team: We care for one another and work together to celebrate success, learn from struggles, and work to help every team member be their best selves. ● Joy: Joy at school and at work makes us more productive, because when we create, innovate, and imagine, our motivation grows. Also, we love to have fun! Position Summary: The Special Education Administrative Assistant IV ensures the smooth and efficient operation of the Special Education department by performing a variety of complex secretarial and administrative duties. Working with minimal direction from the Director of Special Education, this role manages office operations, composes and edits correspondence, maintains department records and computer databases, and prepares meeting materials and board agenda items for the department. The position handles aspects of the department budget, exercises independent judgment within established procedures, and serves as a professional point of contact for parents, patrons, and district personnel in support of the department’s work. Key Functions: ● Serve as secretary and assistant to the Director of Special Education with minimal direction ● Compose, edit, and prepare correspondence, memoranda, forms, and board agenda items for the department ● Maintain department records, filing systems, and computer databases ● Handle aspects of the department budget, including budget and expenditure transfers and budget monitoring ● Prepare meeting agendas and supporting materials, and process requisitions ● Serve as a liaison between the department and district staff, parents, patrons, and the public Minimum Qualifications: Education: ● High school diploma or equivalent Experience: ● Experience performing executive or administrative secretarial duties Licenses and Certifications: ● May be required to be a Notary Public Knowledge, Skills, and Abilities: ● Extensive knowledge of the operation and programs of the school system, and of other departments’ functions ● Considerable knowledge of business office management, grammar, spelling, and business correspondence ● Advanced computer skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint, and Publisher) to create complex word processing, graphics, charts, and templates ● Ability to exercise independent judgment in all aspects of the position and to deal with changing priorities ● Ability to make decisions in accordance with federal, state, and local rules, regulations, statutes, and Board policy, and apply these to work problems ● Ability to deal effectively and courteously with members of the community and school system ● Ability to manage multiple tasks efficiently and effectively in stressful situations ● Extensive oral and written communication skills ● Ability to use the Internet for research Responsibilities and Essential Functions: The following duties are representative of performance expectations. A reasonable accommodation may be provided to enable a qualified individual with a disability to perform essential functions. ● Serves as secretary and assistant to the Director of Special Education with minimal direction; maintains an efficiently operating office; receives and screens callers in a professional, polite, and tactful manner ● Provides assistance on the operations of the office; refers callers to other employees, officials, or departments when warranted ● Provides the Director with appropriate meeting materials; composes and edits correspondence, memoranda, and forms required of the department; prepares agendas for meetings, school board preparation items, and other documents as required ● Handles various aspects of the department unrestricted budget, including budget transfers, expenditure transfers, and monitoring of the budget and reports ● Maintains spreadsheets for projects; processes requisitions ● Handles emergency situations and notifies appropriate personnel of resolution; serves as liaison for the administrator with other district staff and the public ● Ensures the smooth and efficient operation of the department by performing a variety of complex secretarial and administrative duties ● Performs other tasks, duties, or services consistent with this position as assigned Customer Contacts: ● Internal: Director and Special Education department staff, district administrators, and district employees ● External : Parents, patrons, the public, and vendors Supervisory Responsibility: ● None Working and Physical Conditions: The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Exposure to the following conditions may range from rare to frequent based on circumstances and factors that may not be predictable.  ● Work is primarily performed in an office environment ● Work is primarily sedentary and requires sustained periods of sitting, computer and keyboard use, and reading from a screen ● Frequent verbal and written communication with staff, parents, patrons, and district personnel Tulsa Public Schools is committed to building a diverse and inclusive team of individuals who contribute to the district's mission with their talents, skills, and energy. Tulsa Public Schools is an equal opportunity employer and does not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, gender expression, gender identity, pregnancy , disability, genetic information, veteran status, marital status, age , or any other classification protected by applicable law. Tulsa Public Schools also provides reasonable accommodation to qualified applicants and employees with disabilities. If you need accommodation during the application process, please contact the district's ADA Coordinator at ada@tulsaschools.org. You can al so direct your request for accommodation in writing via mail to the Tulsa Public Schools Education Service Center, Attn: ADA Coordinator, 3027 S. New Haven Ave., Tulsa, OK 74114- 6131.