Job title: Administrative Assistant – Director of Pupil Services
Company: The Greater Cincinnati School Application Consortium
Job description: Reports to: Director of Pupil Services and Assistant Treasurer/EMIS Coordinator
Supervised by: Director of Pupil ServicesSouthwest Local School District, situated in the southwestern corner of Ohio, is composed of: Harrison Elementary School, Miami Whitewater Elementary School, Crosby Elementary School, the Southwest Early Childhood Learning Center, Harrison Junior School and William Henry Harrison High School. The District has achieved an “Excellent” rating from the Ohio Department of Education for the past four years and each of our schools have been recognized by the U.S. Department of Education with Blue Ribbon Awards for Excellence in Education.Our Mission: “Academic and Social Growth for all students, every day!”
Our Motto: “Excellence through Relationships”
Our Core Values: Trust, Respect, Ownership and LeadershipSouthwest Local School District believes in providing the best possible learning environment by hiring, developing and retaining quality personnel. We believe that education needs to take a leadership role in improving society by enhancing activities/programs that help develop well-rounded students who can cope with everyday pressures. We are seeking an Administrative Assistant – Director of Pupil Services for the 2024 – 2025 school year and beyond to join our team at several of our locations.Job Summary: The Administrative Assistant provides full spectrum administrative support to the director including those involving confidential matter. Handles daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time. Performs a wide variety of tasks within computer-based management systems. Maintains legal special education records such as ETRs, IEPs, and court documents.Duties and Responsibilities:
- Provide confidential secretarial services to the Director of Pupil Services using discretion and frequent sensitive student issues, as well as matters of concern involving department staff members.
- Analyze urgent situations accurately and exercise judgement in taking effective action when dealing with parents, students and co-workers of all levels.
- Able to prioritize and evaluate workload to meet deadlines.
- Maintain awareness of and compliance with state and federal regulations regarding Special Education.
- Maintain all Special Education program records in compliance with state and federal guidelines and District policy(ies).
- Track, organize, and maintain extensive confidential files on all special education students in the District.
- Track necessary information for students on 504 plans, foster placed and court placed.
- Maintain accurate and complete case load files (per building), track deadlines of IEPs and notify staff in advance of deadlines.
- Maintain close and cooperative communication and working relationship with special education personnel throughout the district.
- Serve as a resource to special education personnel in using SPED technology programs for IEPs.
- Assist preschool program personnel with registration and collection of tuition.
- Oversee process of receiving special education student records of incoming students and preparing them for assigned school of attendance.
- Process submitted ETRs/ IEPs and review for accuracy and compliance including verification of services.
- Maintain accurate student database (EMIS) and reporting.
- Copy, mail, and/or fax special education records to requesting parties.
- Request special education records from other schools in and out of county/state.
- Knowledge of laws and regulations that pertain to special education, custodial, truancy and discipline need for documentation and reporting.
- Assist with budget preparation and tracking.
- Maintain inventory and order all department supplies, books, testing materials and equipment, ensuring that all billing and shipping issues are resolved with vendors and staff.
- Assist with the organization of the Extended Year (ESY) program.
- Assist with registration, read and verify correct coding of new students, copy court docs, special education documents and guardianship/custody paperwork.
- Assist director in all phases of Compliance Reviews.
- Participate in professional development opportunities as pertinent to position.
- Perform other duties as assigned by Director Pupil Services.
Essential Job Functions:
- Check in all Special Education documents (ETR/IEP/504), verify compliance, enter in DASL, PB and caseload tracking worksheets. (approx.1,000+)
- Track and record (general ed and special ed) placements (in/out of district) for court ordered placements, foster placements, and homeless students, enter in DASL.
- Track and record newly identified special education students for building caseloads.
- Track Home Education approval letters and notify building of attendance.
- Inform school psychologists and intervention specialists of incoming students.
- Maintain 6B budget, process purchase orders, verify receipt/delivery of items.
- Maintain School Medicaid consent forms, track referrals, and work with third-party school Medicaid billing service to verify missing consents. Prepare yearly audits for Medicaid funding.
- Maintain ODDEX (SF14/Tuition) data system: Track out-of-district students (general ed and special ed), verify District of Residence, inform other districts of obligation to pay tuition and/or our obligation to send tuition.
- Maintain Scholarship data system: Track students on scholarships, verify residency as Southwest, track compliance and inform the director of contact for ETR/IEP meetings.
- Maintain Community School (SOES) data system: Track students registered in community schools, verify residency as Southwest, check DASL screens for correct recording, and inform building of attendance to withdraw student.
- Track and maintain discipline records through ABRE, reporting disproportionality.
- Prepare Catastrophic cost documents for yearly filing.
- Track extended school year (ESY) and order transportation.
Qualifications – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and Experience:
- High School diploma required.
- Previous experience with special education law, procedures, policies and Special Education database (EMIS, ODDEX, DASL).
- Secretarial, clerical and computer experience in school setting is required.
Other Skills and Abilities:
- Ability to maintain confidentiality of student, staff, or sensitive information is non-negotiable.
- Ability to establish and maintain effective working relationships with students, peers, parents and the community.
- Ability to speak clearly and concisely in written and oral communications.
- Ability to perform duties with awareness of district requirements and BOE policies.
- Must have excellent organizational and time management skills, verbal (including listening) and non-verbal communication skills.
- Must be able to provide demonstrated leadership in the execution of communication strategies.
- Must be able to work independently.
- Pushing the agenda and goals of the school district is imperative.
- Political acumen and organizational support is strong focus as well.
Benefits:
Southwest Local School District participates in the Southwest Ohio Organization for School Health (SWOOSH). SWOOSH is a health and wellness consortium for school districts and government agencies that come together to provide stability and quality access to health care and benefits to all eligible members. Full-time employees have access to the benefits below:
- Retirement
- Health Insurance
- Dental Insurance – 100% paid by District
- Vision Insurance
- Life Insurance
- Employee Assistance Program
- Mental Health Benefits
- Paid Time Off
Southwest Local School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment.
Expected salary:
Location: Miami, FL
Job date: Sun, 23 Jun 2024 04:24:22 GMT
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