Job Title: ADMINISTRATIVE ASSISTANT- SPECIAL SERVICES
Reports To: Director of Special Services/Assistant Director of Special Services FLSA Status: Non-Exempt
JOB SUMMARY:
To effectively serve and assist the Director of Special Services/ the Assistant Director of Special Services and the CVSU Special Education team by coordinating and performing a variety of key administrative support functions related to special education and other student services. To effectively administer the Supervisory Union’s Medicaid School Based Health Services Program to generate Medicaid reimbursement for medically related services provided to eligible students. To assist in maintaining a professional, friendly, positive and respectful work atmosphere with an emphasis on teamwork and providing effective and timely direct services to the administration, staff, families and other clientele.
This position requires a commitment to racial equity, as well as other forms of education equity around class, ability, language, gender, and sexuality.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Special Education Functions
- Manages incoming records for newly registered students eligible for special education. Gathers records and prepares mailings for students eligible for special education, transferring to other schools
- Tracks, organizes and maintains special education files (active and inactive)
- Performs and reports Child Count submissions for the SU as required by the Agency of Education: Corresponds with appropriate staff to coordinate informational needs; requests and complies information; processes data to ensure accuracy of Child Count; confers with the Director of Special Service to verify Child Count: submits Child Count according to deadlines; creates reports as requested by Director of Special Services
- Sends correspondence to staff related to bi-annual time schedule requirements. Collects and organizes time schedule paperwork for all special education staff. Maintains time schedule storage according to AOE guidelines.
- Performs and tracks other AOE reporting as required
- Serves as the DocuSped Administrator, creates and manages DocuSped user accounts and caseload access; responsible for the secure transfer of DocuSped student files between districts. Tracks caseloads and assists with annual caseload reconfiguration. Assists the Director with coordination and monitoring of regular special education procedural compliance checks.
- Notifies the Co-Director of School Transformation, Special Services, when procedural or paperwork errors are discovered.
- General Support Services
- Performs a variety of tasks related to the development and maintenance of computerized departmental records and filing systems including initial database input, ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
- Creates and maintains Special Education procedural manuals and other informational materials as needed or requested
- Attends and participates in various meetings and training sessions related to student services and administrative support topics. Confers regularly with the Co-Director of School Transformation to address ongoing projects, activities and policies, discuss personnel, exchange information, resolve problems, etc.
- Prepares, proofs and edits correspondences, reports and other materials upon request; drafts routine correspondence for signatures
- Manages ESSA/Educational stabilities and BID (Best Interest Determination) compliance paperwork
OTHER PROFESSIONAL RESPONSIBILITIES:
- Supervisory Responsibilities
- May train, assist and occasionally direct co-workers, but generally works along with those persons
PROFESSIONAL EXPECTATIONS:
- . Effectively works with others, including those with opinions or beliefs different from their own. Interacts with others in a friendly, tactful and positive manner. Treats others with dignity and respect. Builds constructive and supportive relationships with peers. Helps to create an inclusive work environment. Attempts to understand others points of view and is open to new ideas.
- . Contributes to building a positive team spirit. Proven ability to work cooperatively and effectively as part of a team. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.
- . Strong organizational skills that reflect the ability to prioritize multiple tasks seamlessly with excellent accuracy & attention to detail.
- : High degree of personal adaptability and flexibility; open to and embraces change towards the improvement of the systems. Open to new ideas and tasks without resistance; able to deal with new situations well. Versatile and capable of handling diverse assignments. Able to effectively accept constructive criticism.
- : Has a personal drive to succeed. Proven ability to work effectively without specific direction, and with minimal supervision. Driven to identify and implement improvements to systems and practices to increase efficiency and effectiveness.
- : Able to effectively handle conflict and stress; able to remain calm and professional when challenged or when others disagree.
- : Friendly, helpful and positive disposition; presents a professional image; patient and understanding; takes pride and personal ownership in work; responsive to the needs of others; enthusiastic; good sense of humor; positive outlook and able to see the good in every situation; honest and direct; transparent.
- : Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; commits to working overtime when needed to meet deadlines. Follows established leave requesting and reporting protocols.
- : Approaches problems in a positive manner. Views impediments as solvable challenges. Able to identify practical solutions to problems. Able to resolve issues in a fair, equitable and timely manner.
- : Follows district policies and procedures, rules of conduct, and behavior expectations. Promotes/presents a positive image of the school/district.
- : Follows instructions and responds to management direction; Responds to requests for service and assistance; Takes responsibility for own actions. Completes tasks on time or notifies the appropriate person with an alternate plan. Follow through on commitments.
- : Demonstrates a working knowledge and understanding in the areas of responsibility. Acquires needed skills and knowledge with little reluctance, continuing to grow knowledge base to remain current with new developments and industry best practices.
QUALIFICATIONS:
- To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are typical of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Have demonstrated experience successfully supporting diverse students, including students of color, English Language Learners, and LGBTQI students.
Education/ Experience:
- An Associates Degree in business or other discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired
Required Knowledge, Skills, and Abilities:
- Broad Base of general clerical/secretarial skills
- Good basic administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems is desirable, and possibly required.
- Ability to deal effectively with a wide variety of District personnel, students, and/or outside individuals/organizations
Licensing, Certification, Testing Requirements:
- Bullet list
- Possession of a valid driver’s license
- fingerprint/criminal justice clearance
Tools/Technology Requirements:
Language Skills:
Ability to read and interpret documents such as operating and maintenance instructions and procedure manuals. Ability to develop and write routine and complex reports and correspondence. Ability to speak effectively with employees, the greater school community, and general public.
Math Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, areas, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Skills: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, and schedule form. Ability to maintain confidentiality of information presented in various formats.
Other Skills and Abilities: Must have strong communication, computer, and interpersonal skills. Have the ability to learn and utilize new software programs as systems upgrade. Must have above average typing skills (55 wpm). Ability to apply knowledge of current research and theory in a specific field. Demonstrated ability to establish and maintain effective working relationships with students, staff, and the school community. Ability to speak clearly and concisely both in oral and written communication. Must be able to keep high levels of confidentiality in all aspects of job performance. Ability to perform duties and awareness of all School District requirements and Board policies.
PHYSICAL DEMANDS: The physical demands described here are typical of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations as defined by the Supervisory Union may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with arms or hands. Specific vision abilities required for this job include close vision. The employee must be able to transport materials and equipment from building to building for meetings. The employee must occasionally lift and/or move up to 50 pounds.
WORK CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate and work performed in an office environment.
EQUAL OPPORTUNITY EMPLOYER: Central Vermont Supervisory Union is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identify, sexual orientation, marital/civil union statue, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.
Our organization is committed to building a diverse team that represents the students we serve. We welcome applications from people of color, people from the LGBTQI community, and people with
disabilities.
DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. This is not an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Pay: $50,000.00 - $70,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Parental leave
- Retirement plan
- Tuition reimbursement
Work Location: In person
