Administrative Specialist

Do you want a rewarding career working with special needs students?  Do you have the integrity, initiative, and dedication to provide skills and opportunities to challenging students ?® would like the opportunity to speak with you. 

The Alternative Paths Training School (APTS) vision is that everyone who comes to us in need of intervention, whether academically, behaviorally, emotionally, or otherwise, will be able to successfully reintegrate into mainstream society and perform to their highest potential.  

APTS® is searching for an Administrative Specialist.

The Administrative Specialist manages receptionist duties, directs inquiries, and handles diverse administrative tasks like data entry and record maintenance. Key responsibilities include coordinating schedules, managing student records, organizing educational meetings, and ensuring compliance with educational policies. The role involves interacting with LEAs and transportation departments, adapting forms for linguistic needs, and maintaining confidentiality while adhering to institutional policies. 

  Employee’s duties include, but are not limited to: 

• Assume receptionist duties, greet the public and refer them to appropriate staff members, answer the phone, route calls, and take messages. 
• Appropriately enter weekly student attendance and forward the attendance sheets to the  appropriate county LEA’s 
• Coordinate schedules for the Director of Educational Services, Educational Supervisor, Behavior Analyst, or POD Manager.  
• Receives, opens, and distributes incoming mail/packages. Ensures all information is disseminated to the appropriate parties  
• Monitor inventory of supplies and place monthly orders through the Campus Coordinator.
• Update and maintain mailing lists for LEA’s and parents/guardians.
• Produce mailing labels and reports as requested.
• Monitor inventory of the grocery supply for student lunch and order through the Campus Coordinator as needed.
• Assist with the completion of quarterly reports and other time-sensitive materials. 
• Coordinate IEP’S and other educational-related meetings by corresponding with LEA’s and parents. 
• Oversee and update the student database as IEP changes, students enter/exit program. 
• Contact LEA on behalf of the Director of Educational Services, Educational Supervisor, Behavior Analyst, or POD Manager concerning meetings, updates, reports, or other correspondence. 
• Maintain student cumulative records, including archiving files in accordance with APTS’ policies and procedures. 
• Format and coordinate the school and county, state assessment 
• Audit all student bluebooks/student records to ensure all required documents are present and complete.  
  • Referral/Intake paperwork is completed, Acceptance Letters, Registration Forms, Emergency Care forms, consent forms, medical forms, IEP, BIP, Eligibility, Attendance. 
• Audit student Progress Reports to ensure documents are present and completed, file historic Progress Report documents into the student’s cumulative files 
• Performs day-to-day administrative functions and general office duties, including but not limited to word processing, copying, filing, and data entry 
• Update and maintain the Emergency Binder to ensure that all Safety Drills, Emergency Plans, and contacts are present and up to date, meeting VDOE and VAISEF regulations. 
• Maintain confidentiality of all student information, records, and files.  
• Maintain and update VAISEF policy binders. 
• Maintains and updates forms for universal distribution across all campuses. 
  • Primary contact for announcements that require translation 
  • Updating forms to meet the language needs of the students and families 
• Maintain student exit paperwork, close out student in all databases, and properly file and maintain to meet APTS’ policies and procedures.  
• Primary point of contact for County transportation departments to address transportation needs and concerns for APTS students and families 
• Point of contact for transportation in inclement weather and changes in service days. 
• Primary PowerSchool contact for initial student upload, attendance, contact information, etc. 

• High School Diploma or GED equivalency 
• Associate degree from an accredited Institution of higher learning - preferred. 
• Minimum one-year experience in an office environment - required.   

APTS® prides itself in providing the best work environment for our staff members and we offer the following benefits: 

• Competitive Salary
• 120 Hours of PTO (Paid Time Off)
• Medical (Health, Individual & Dependent coverage), Dental, Vision
• Basic and Optional Life Insurance for Employee, Spouse and/or Dependents
• 401k Plan:  Company matches half of your contribution, up to 4% of your salary
• Professional Development Reimbursement up to $2,500 per school year for approved programs (CEU hours or courses)
• Discounted Gym membership (approved gyms)
• Training and development opportunities

APTS® or any of its subsidiaries, does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status or any other characteristic protected by law.  is an Equal Opportunity Employer and a Drug Free Workplace.