SPECIAL SERVICES ADMINISTRATIVE ASSISTANT

Emmett School District Southwest / Boise Secretary Not Applicable Full Time Posted 1M ago

About this job

EMMETT SCHOOL DISTRICT, #221

JOB DESCRIPTION

JOB TITLE:    SPECIAL SERVICES ADMINISTRATIVE ASSISTANT (Focus on File Review)

REPORTS TO:        Director of Special Services 

JOB SUMMARY:    Responsible for initiating and coordinating the clerical and secretarial functions required to assist with maintaining compliance with state and federal laws. Is responsible for tracking and maintaining records for Special Education documents/files ensuring compliance.  Responsible for School Based Medicaid billing. 

QUALIFICATIONS:    Ability to deal effectively with the public.  Successful experience in clerical and receptionist responsibilities. Demonstrate an understanding of  IDEA law and process and Individual Education Plans (IEP).  Demonstrate ability to maintain and track Medicaid records and be responsible for reimbursement.  

DUTIES AND RESPONSIBILITIES:

Performs all duties as assigned by the Director of Special Services. 

Establishes and maintains students files, incoming, and outgoing. 

Assists building Registrars and SPED Teams, with intake of all new students, including contacting previous districts in and out of state and out of state to request and track down Student IEP/Eligibilities and SPED Records. 

Sends out records as students leave to the receiving district, coordinates and sends records. 

Maintains  and keeps current  district files for every student in SPED, and exited Students as well.  

Maintains virtual files in Eplan for each student and keeps information current, checks and balances for SPED Casemanagers. 

Able to operate office machines, fax, copier, telephone systems etc. 

Proficient with a variety of computer programs including: Excel, Microsoft, Word, EDPlan IEP /504 program and other data entry programs. 

Oversees  and Upkeep of Eplan, Troubleshoots, and helps Users daily with Eplan.

Coordinates with users to transfer caseloads at the beginning and end of each year, assists in transitions. 

Infinite Campus:  Works with Data Coordinator consistently to maintain SPED data for ISEE uploads and Correct Data entry in IC.   

Uploads “documents” in IC to correctly identify SPED students for ISEE uploads and Teacher Rosters.

Developing correct “flags” for SPED and 504 notices in IC.

Answers telephone, directs calls to appropriate people, takes messages. 

Responsible for Appropriate coding of students in school management programs.

Schedules meetings as requested for the Director of Special Services. 

Completes and maintains all State reports ie. Child Count, Exceptional Child Tuition Equivalency, Court Ordered Tuition Equivalency and NCH attendance.

Responsible for other state reports as assigned by the Director of Special Services

Four Times yearly.

Trouble shoots with Data Coordinator

Corrects errors and cleans up ISEE reports at each upload.

Maintains monthly absence reports, time sheets and mileage forms for the district Special Services staff.

Distributes appropriate and confidential student files to all outside agencies, schools and parents upon written request or with identification.

Deals with parents, staff, students, and others in a positive, professional and friendly manner.

Acts ethically and confidentially in all aspects of employment

Has an understanding of the Special Education Law, its manual and procedures

Has an understanding of Individual Education Plans

Knows and follows school policy and chain of command

Responsible for ensuring service detail records are received from specialists in a timely manner

Responsible for ensuring accuracy with service detail records to stay in compliance with state and federal laws

Communicates with specialists to ensure service detail records, documentation, and misc. records are completed, accurate and reported in a timely manner

Communicates with the State Medicaid department and operates TABDA (in house billing software) to ensure reimbursements are returned to the district in a timely manner.

Medicaid Billing 

Submits and tracks all medicaid District Wide and assists with any auditing from the state. 

Communicates with the Business Manager to ensure the correct amount is sent to the state to cover the Idaho match program on a monthly basis. 

Oversees all purchase orders from SPED Staff District Wide and turns into Accounts payable.

Keeps Contracts and licenses current for all contracted staff.

Keeps current License on file for Medicaid documentation.  


TERMS OF EMPLOYMENT:        

The employment period shall be for 250 days that includes 7 legal holidays. Holidays include:

Labor Day

Thanksgiving Day

Christmas Day

New Year’s Day

Memorial Day

Martin Luther King Birthday

Independence Day

 
All non-certificated staff not under contract are under “at will employment”. Their positions shall be considered in all respects “employment at will” and the employee is subject to discharge by the district at any time without cause. The “employment period” and other descriptions and terms set forth in their job descriptions shall not create a property right in the employee and such are set forth only to advise the employee of when and what type of services will be required by the district so long as employment continues.

 
The employment period shall be for six (6) months with vacations as specified by district rules and regulations.  The salary shall be determined by the Superintendent and approved by the Board of Trustees.  This position may develop into a full time position. .  

Apply online at www.emmettschools.org/jobs

Education required

Minimum Requirement: High School Diploma or Equivalence. Preferred Training: Office Occupations/Secretarial or Administrative Assistant Training

Experience required

Minimum Experience: 3 yrs. Preferred Experience: 5 yrs Experience.

Skills required

Understanding of IDEA law and process and Individual Education Plans (IEP). Oversees Special Education Files for Ability to maintain and track Medicaid records and be responsible for reimbursement. Skilled and experience in clerical and receptionist responsibilities. Ability to deal effectively with the public.

Equal Opportunity Employer Statement

Emmett School District is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, 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.