Special Education Program Assistant

SPECIAL EDUCATION PROGRAM ASSISTANT

DEFINITION

Under the supervision of the Director of Special Education, the Special Education Program Assistant performs duties that include maintaining the special education database, processing individual education plans (IEP), meeting reporting deadlines, and supporting compliance within the special education department. The position assists with billing for special education-related services, such as Medi-Cal, LEA and SMAA. The position requires frequent interaction and coordination amongst district personnel, neighboring districts, and local and state agencies, and providing support with regards to special education services.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

· Maintains and compiles databases for Special Education program records in compliance with state, federal, and county guidelines as well as district policies for reporting purposes.

· Assists in tracking, organizing, and maintaining extensive confidential files on all special education students in the District.

· Inputs and tracks necessary information for testing accommodations of special education students.

· Maintains close communication and working relationship with county and district personnel, school psychologist, speech pathologists, special education teachers, counselors, and representatives from outside agencies

· Keeps special education student records of incoming students and preparing them for school use. Special Education information system (SEIS).

· Assists administrator during all phases of Compliance Reviews.

· Maintains awareness of and compliance with federal and state regulations regarding special education.

· Assists with coordination for Extended School Year service. (ESY) .

· Assists in acquiring special education records from other schools within the state (VIA SEIS).

· Notifies case carriers of new incoming students (VIA SEIS).

· Daily review of IEPs in SEIS to monitor and correct critical errors for CALPADS compliance.

· Collaborates with the Special Education department secretary to provide corrections to the case carrier for IEP errors for CALPADS and SEIS compliance.

· Interfaces and collaborates with CALPADS personnelfor reporting purposes.

· Communicates and maintains a relationship with the Local Educational Consortia (LEC) for SMAA billing.

· Oversees Local Education Agency (LEA) and School-based Medi-Cal Administrative Activities (SMAA) billing and monitors Medi-Cal billable services.

· Creates and maintains LEA and SMAA audit binders.

· Procures and manages current prescriptions and maintains parent consent of Medi- Cal eligibility for billing purposes.

· Creates and maintains user accounts on SEIS and LEA billing websites.

· Perform a variety of clerical accounting duties in support of the special education department and functions such as accounts payable, and purchasing.

· Monthly data transfer from AERIES to LEA billing website.

· Oversees Random Moment Time Survey (RMTS), ensures employee compliance, and maintains Time Survey Participate (TSP) list.

· Organizes LEA fund collaborative meetings with stakeholders.

· Supports staff with continued SEIS and LEA & SMAA billing training.

· Collaborate with district departments as needed.

· Other special education- related duties as assigned.

QUALIFICATONS

EDUCATION AND EXPERIENCE:

· Any combination of education or experience equivalent to a high school diploma.

· AA degree or three years of office experience requiring frequent contact with the public, preferably experience in a school district. (Desirable).

· Knowledge of Special Education laws. (Desirable)

· Spanish speaking (Desirable).

KNOWLEDGE OF:

· Special needs and requirements of special education students.

· The IEP process.

· Record-keeping and report preparation techniques.

· Specialized equipment and assistive technology.

· Strong organizational, time management and multitasking skills

· Interpersonal skills using tact, patience and courtesy.

· Oral and written communication skills, using correct English grammar, spelling, punctuation, and math.

· Fluency in MS Office and Google Suites, to include excel and google sheets.

· Basic record-keeping techniques.

ABILITY TO:

· Maintain and protect sensitive confidential information encountered in the course of work.

· Operation of a variety of office equipment such as, but not limited to, electronic teaching machines, assistive technology and computer terminals.

· Operate various office and instructional equipment, including a computer and assigned software.

· Determine appropriate action within clearly defined guidelines.

· Develop and present data progress reports

· Observe health and safety regulations.

· Work as part of a team to support the Special Education Administrative Unit in meeting deadlines and completing tasks.

· Maintain positive, cooperative working relationships and communication with other employees, district staff and general public.

· Implement the vision, mission, policies, administrative regulations and practices of the County Superintendent of Schools and the County Board of Education.

• Type and input data at 55 WPM

WORKING CONDITIONS:

ENVIRONMENT:

• Office environment.

PHYSICAL DEMANDS:

• Sitting for extended periods of time.
• Seeing to read a variety of materials.
• Hearing and speaking to communicate and provide information to others.
• Dexterity of hands and fingers to operate a computer keyboard and/or calculator.
• Reaching overhead, above the shoulders, and horizontally.
• Bending at the waist, kneeling or crouching to retrieve and file materials.
• Position will often be required to lift, carry, pull, or otherwise move objects between 10 and 20 pounds.
• Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed. Individuals holding this position may perform additional duties and additional duties may be assigned.

Job Type: Full-time

Pay: $3,871.00 - $4,951.00 per month

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Work Location: One location