Special Services Office Manager
Job Posting for Special Services Office Manager at Hopkins Public Schools
- Prepare budgets, expenditure estimates, and gather and organize supporting data. Monitor individual accounts within these budgets to track expenditures and alert to potential overspending. Code expenses appropriately. Reconcile expenses in Skyward.
- Work with the Director of Business Services and Controller of Business Services regarding budgets, allocations, revenues, and expenditures.
- Prepare budgets for individual program development; in the analysis of ongoing revenue and expenditures. Prepare summary reports in collaboration with the Director Special Services (ex: Transition Plus, Early Childhood, etc.)
- Develop clear financial reports that communicate expenditures and revenues of broad services within the department, and that display this information over time. Create and design formats/programs for effective communication.
- Assist in the development, preparation and presentation of Special Services projects, audits, and reports.
- Facilitate grant management and resource development.
- Supervise and implement Third Party Billing rules and regulations.
- Prepare purchase orders and vouchers.
- Prepare and monitor the budget for Transition Disabled. Maintain EDRS database. Knowledge of EDRS, compile, verify, and enter current and accurate data. Update EDRS system periodically to maintain accuracy.
- Maintain an understanding of Homebound Instruction and ESY (Extended School Year), tuition billing, and ISD 287.
- Accurately prepare state and district reports in required time lines, which provide for state and federal reimbursements to the school district.
- Maintain a current level of expertise as it relates to budgeting and reporting in the area of state and federal mandates for the breadth of programs within the department and for which the position is responsible. This may require interactive communication with the Minnesota Department of Education.
- Supervise Child Study Secretaries in the buildings. Assist with the interview and selection of qualified applicants for vacant positions.
- Maintain related personnel files.
- Conduct coaching/mentoring sessions, corrective actions, performance reviews and terminations.
- Manage, coordinate, and determine the Child Study clerical procedure involved with providing support to the Special Services Department and Special Services Coordinators. Assist in the planning and implementation of required training.
- Oversee employee work schedules, time sheets, absences, probation periods and payroll reports.
- Review and update job descriptions as required.
- Run monthly Special Services Secretary meeting. Problem solve with staff, provide both support and assistance as needed.
- Supervise and train clerical staff in the special education department.
- Prepare staff contracts and status changes throughout the school year.
- Maintain and monitor staff records using Infinite Campus, True Time, and Filemaker Pro.
- Establish uniform office procedures.
- Respond to inquiries on the telephone and in person with visitors to the Special Services office. Provide information and assistance in a courteous manner and with sensitivity to the diversity of a multicultural community.
- Resolve complaints within scope of information and authority and refer to others, as appropriate.
- Assist department personnel in the preparation, monitoring, and timely submission of final and amended reports for a variety of grant awards.
- Assist the district Transportation Department with Special Services bus routes.
- Compose, type, and distribute meeting notes, routine correspondence, and reports.
- Participate and contribute to appropriate district, regional and statewide meetings pertaining to role function tasks and issues.
- Create a collaborative and problem-solving team with the secretarial staff.
- Associate's Degree or comparable experience.
- Minimum of five years increasingly responsible financial, secretarial/administrative experience.
- Some supervisory experience is desirable.
- Driver’s license.
- District policies and procedures.
- Applicable state and Federal rules and regulations governing public education.
- Hopkins administration policies, including accounting, budgeting, & personnel rules.
- Professional standards for business correspondence, writing, spelling and grammar.
- Business and personal computers, including spreadsheet, word processing, and database software applications.
- Customer service standards and protocols.
- Principles of record keeping, records retention, records management, and file maintenance.
- Local community resources and regional community issues.
- Administrative principles and practices, including Microsoft office suite.
- Computer applications related to the work.
- Correct business English, including spelling, grammar and punctuation.
- Analyzing administrative issues, interpreting laws and regulations, and recommending solutions.
- Researching, compiling, summarizing, preparing and maintaining informational and statistical data.
- Using initiative and independent judgment within established procedural guidelines.
- Planning, prioritizing and completing assignments with minimum supervision.
- Researching, collecting, analyzing, and preparing data; and generating reports.
- Answering questions, advising staff, and resolving problems.
- Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
- Commitment to the District mission, which is to ensure high quality, innovative, challenging education where all learners are valued and respected.
- Performing assigned responsibilities in a manner consistent with the District’s established Core Values.
JobID: 5775
Position Type:
Support Staff/District Support
Support Staff/District Support
Date Posted:
3/20/2023
3/20/2023
Location:
Education Services Center
Education Services Center
Date Available:
ASAP
ASAP
Closing Date:
Until Filled
Schedule: Full Time, 40 hours/week; 52 weeks/yearUntil Filled
Salary/Hourly Rate: $50,712 to $70,654 depending on qualifications
SUMMARY:
The Special Services Finance Manager performs a variety of responsible, financial, confidential, and complex administrative and technical, duties. Supervises Special Services Secretaries. Acts as a liaison with other departments, students, staff, parents, and the general public. Ensure the efficient operation of the office.
ESSENTIAL FUNCTIONS:
This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.
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.
Required Certificates, Licenses, and Registrations:
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
Required Knowledge and Skills
Required Knowledge:
PHYSICAL/MENTAL REQUIREMENTS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials and computer screens; and hearing and speech to communicate in person or over the telephone.
WORKING ENVIRONMENT:
Work is performed in an office setting.
Travel required to locations throughout the District.
Salary.com Estimation for Special Services Office Manager in Hopkins, MN
$66,250 to $88,109
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Job openings at Hopkins Public Schools
Hopkins Public Schools
Hopkins, MN
Full Time
Hopkins Public Schools
Hopkins, MN
Full Time
Hopkins Public Schools
Hopkins, MN
Full Time
Hopkins Public Schools
Hopkins, MN
Full Time
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