Special Education Administrative Assistant Howell/Brighton/ECSE

POSITION SUMMARY

Ensures Individualized Education Plans (IEPs) are in compliance with State and Federal regulations by reviewing, collecting and updating submitted forms. Maintains special education IEP databases for both the Agency and the local district.  Routinely communicates and supports the needs of both the local district Director of Special Education and Early Childhood Director of Special Education. 

ESSENTIAL FUNCTIONS

Note:  These duties and responsibilities are judged to be "essential functions" in terms of the Americans With Disabilities Act or ADA.   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.  The statements below are intended to describe the general nature and level of work being performed by a person in this position.  They are not to be construed as an exhaustive list of all duties that may be performed by such a person.

• Receives, reviews, processes and tracks Individual Education Plans (IEP) / Worksheet B forms and inputs data into the MiStar and/or PowerSchool IEP system. Verifies completeness of Reviews of Existing Evaluation Data (REED) and Multidisciplinary Evaluation Team (MET) forms. Ensures all previously mentioned forms are complete and entered into the appropriate database. When necessary, contacts Special Education faculty and staff to retrieve missing data, clarify what information is needed, and request records from third parties to complete IEPs.
• Monitors Pupil Accounting reports by disseminating information to staff, collecting data, reviewing data, and identifying and retrieving missing information. Maintains student lists, related databases and activities for Special Education programs, Extended School Year (ESY) programs, Bureau of Assessment and Accountability (BAA), Wayne Regional Educational Services Agency (WRESA), and the Michigan Care Improvement Registry (MCIR).
• Acquires the necessary information for the number of students classified as Special Education in each school (student count) to ensure students are assigned to case coordinators and related reports are completed. Based on the results of student count projects of Full Time Student Equivalency (FTE) are prepared for staff. Receive and process special transportation requests, Public Health Agency reports, and speech referrals.
• Scans hardcopy files into digital files and manages the electronic database.
• Manages Mi-Access materials and documents, monitors assessment process, and maintains school records within the Bureau of Assessment and Accountability online system.
• Updates/Manages staff absences and substitute teacher coverage.
• Monitors staff budget / expense accounts, payroll time sheets, budget logs, creates purchase orders in SMART, and provides reimbursements to staff.
• Provides administrative support to the Department of Special Education and assist on special projects / grants as required.
• Tasks are multiple and diverse with some interrelationship across processes. Handles some unrelated functions and work requires the direct application of a variety of procedures and policies. Maintains responsibility for monitoring budget activities and exercises independent judgment.
• Performs duties within the scope of LESA policies, procedures, and objectives. Uses judgment to achieve results when faced with an ambiguous situation. Uses independent judgment within accepted practices / guidelines.

ADDITIONAL DUTIES

• Performs other related tasks as assigned.

EDUCATION and/or EXPERIENCE

• This position requires knowledge equivalent to that which normally would be acquired through an Associate’s Degree (A.A.) or equivalent from a two-year college or technical school.
• This position requires two to three years related Special Education experience in a school regulated setting.

REQUIRED EMPLOYMENT QUALIFICATIONS

• Knowledge of computerized pupil accounting programs and procedures.
• Has advanced knowledge of Microsoft Office Suite, Google Apps for Education, and has ability to manipulate and utilize multiple features. Possesses advanced understanding of the Livingston ESA’s Special Education Standards related to State and Federal laws. Proficient with some Livingston ESA specific programs such as Smart, PowerSchool, AESOP, and CEO Image Executive.
• Has regular contact with others including student, general public, visitor and Livingston ESA personnel. The purpose of this interaction is to explain, clarify, or interpret information. This may include confidential or time sensitive information.
• Requires advanced interpersonal and communication skills to establish and maintain internal and external Livingston ESA relationships. Assess and diffuses problems regularly and uses tact to handle difficult situations.
• Knowledge of governmental Medicaid reimbursement requirements and related laws.
• Experience in preparing and maintain pupil accounting spreadsheets and utilizing Microsoft Office Suite software packages.
• Ability to review and interpret Special Education student data.
• Ability to prepare Pupil Accounting statements and reports.
• Strong accounting, data entry, organization and bookkeeping skills.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit use hands to finger, handle, or feel; talk and hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus, especially due to concentration on a computer screen and small number.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment.

The Livingston Educational Service Agency does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation or transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.

Inquiries regarding non-discrimination policies should be directed to the Assistant Superintendent for Administrative Services.