Data Support and Special Programs Assistant

This is a full-time, 12-month position with competitive wage and benefits.

The Special Programs Administrative Assistant provides comprehensive administrative, data management, and clerical support across various special programs, primarily focusing on the Nutrition Services and Education compliance. This full-time, 12-month position requires a highly organized, detail-oriented, and proactive individual with exceptional communication, interpersonal, and technical skills. The assistant will be responsible for a diverse range of tasks to ensure efficient and confidential operations across all assigned special programs.

Essential Duties and Responsibilities:

• Records Management and Compliance: Maintain and organize confidential student records in physical and electronic systems (SIMS, Infinite Campus, IEP binders), ensuring accurate and timely data entry, updates, filing, and the uploading of documents to Infinite Campus. Track and ensure timely submission of all required education related paperwork, maintaining logs and following up on missing documentation to support compliance and Child Count reporting.
• Medicaid Billing Support: Manage the monthly Medicaid billing process for designated sites, including data collection from relevant therapy and nursing staff, maintaining physician referral card spreadsheets, and periodically verifying student eligibility.
• Academic Testing and Meeting Coordination: Schedule academic testing based on received consents, maintain a testing calendar, communicate schedules to teachers, and reserve necessary testing locations. Schedule meetings and conferences for JVEC itinerant staff (Psychologists, OT, PT).
• Substitute and Enrollment Coordination: Coordinate and schedule substitute personnel for nurses and Early Childhood special education teachers and paraprofessionals. Manage the enrollment process for new 3-5 year old special education students, including scheduling annual pre-school screenings and serving as the registrar for Early Childhood Special Education, processing and sending records via Infinite Campus.
• Student Transfers: Manage the process for incoming and outgoing students with IEPs, collaborating with the Campus registrar, maintaining a transfer log, communicating with special education teachers, and uploading relevant documents to Infinite Campus.
• Disability Request Processing: Process and track disability accommodation requests.
• Procurement and Financial Support: Process and distribute purchase orders and requisitions for the Special Education department, nurses, and JVEC staff. Process accounts payable invoices for the Special Education department. Input invoices for accounts payable functions related to Child Nutrition Services. Assist with the collection of school lunch program payments. Assist the Child Nutrition Director with procurement tasks as requested.
• Payroll Support (SPED): Prepare and submit the monthly SPED Substitute Report for the Payroll Department using the Software Unlimited Calendar.
• Child Nutrition Data Management and Reporting: Manage the processing of Free and Reduced-Price Meal Applications, including verification, data entry, and reporting. Collect, organize, and maintain data related to the National School Breakfast and Lunch Programs. Assist in the preparation of state and federal reports and surveys, including the Child and Adult Nutrition Application, Personnel Records Form, salary/wage surveys, and the federal reimbursement claim.
• Child Nutrition Program Support: Assist with tasks related to nutritional information (typing menus and production records), food service inventory, and the implementation of programs such as the Fresh Fruits and Vegetables Program. Serve as a backup operator for the school lunch/breakfast point of sale system, including managing the daily cash as needed. Assist with maintaining the Child Nutrition Services social media presence under the Director's guidance.
• General Administrative and Office Support: Serve as a point of contact, answer phones, respond to emails, and provide information to staff, parents, and the public. Manage mail distribution, maintain organized filing systems, monitor and order office supplies, and report any issues with office equipment. Maintain a working knowledge of relevant policies and procedures.
• Confidentiality and Professionalism: Handle all student, staff, and program information with the utmost confidentiality and maintain a professional demeanor at all times.
• Other Duties: Perform other duties as assigned by the Special Education Director and/or the Child Nutrition Director.

Qualifications:

• High School Diploma or equivalent required. Associate's Degree preferred.
• Minimum of two (2) years of administrative assistant experience preferred.
• Experience managing and reconciling data preferred.
• Experience working in an educational setting is highly desirable.
• Familiarity with education laws, procedures, and terminology is a significant asset.
• Knowledge of child nutrition programs and regulations is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential. Advanced Excel skills are highly preferred.
• Experience with student information systems (e.g., Infinite Campus, SIMS) is highly desirable.
• Strong organizational, time-management, and multi-tasking skills with the ability to prioritize tasks and meet deadlines effectively.
• Excellent written and verbal communication skills, including professional phone etiquette.  
• Exceptional attention to detail and accuracy.  
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills and the ability to work effectively with a diverse group of individuals.  
• Ability to work independently and as part of a team.
• Must possess initiative, flexibility, and a strong work ethic.

Physical Requirements:

• Constant hand-eye/mind-eye coordination, hearing.
• Frequent keyboarding, use of wrists, hands, fingers, speaking, typing, and writing.
• Frequent filing, sitting, standing, and walking.  
• The ability to communicate verbally and in writing is required.  

Wage and Benefits:

• This is a full-time, 12-month position with competitive wage and benefits as determined by the district's wage schedule and policies.