Adna-Special Education Secretary For Lcssc

Job Summary

The Student Support Secretary supports the effective operation of a variety of student programs including, but not limited to: Special Education

Specific Duties and Responsibilities:

• Transcribes and types various documents including correspondence, reports, notices and recommendations.

• Assist with program purchasing, budgeting and other fiscal related matters.

• Maintains and reports computerized student information to staff through various programs, including Skyward.

• Train and support employees on the operation of IEP Online, Embrace, ect

• Present formal training sessions to individuals and small groups. Training of new hires is a particular focus.

• Maintain travel records, calendars, and schedules for assigned Directors.

• Attend meetings and professional development courses to obtain necessary information to remain in compliance with assigned state and federal program requirements. .

• Monitors flow of correspondence, reports and information to ensure compliance with strict timelines.

• Respond to emails and calls for the purpose of evaluating the situation and taking appropriate action to support program staff on a daily basis.

• Run monthly and annual reports for program reporting and record keeping purposes.

• Perform data extracts, downloads and uploads between Excel and Special Education Data Systems.

• Maintain various confidential student information, files and records for the purpose of providing an up-to-date reference and audit trail for compliance.

• Ensure compliance with records retention law and assist with public records requests as necessary.

• Submits Special Education Records when requested for transfer, DDA, etc.

• Answering phones and greeting the public.

• Other duties as assigned.

Preferred Knowledge:

• Safety Net Knowledge in applying for Safety Net funding for multiple districts is preferred. This would include: Reviewing IEPs to meet Safety Net's legal compliance. Knowledge of matching student services as listed on IEPs to student specific district costs. Use of EGMS grant system for uploading, entering, and submitting Safety Net applications. Requesting, reviewing, and matching up invoices, contracts and payment vouchers. Medicaid eligibility verification and calculations. Computing Annualized caseloads.

• Organizes Child Find Screenings: School and staff scheduling, advertising within districts and communities. Organizing set up, testing kits, referrals, documenting and timeline follow up.

• Recruiting: Knowledge of social media and recruiting platforms to help in staffing special education staff and therapists.

• Work with district managers/secretaries/therapists to keep accurate monthly class list records.

• Support the special education teachers and therapists with having compliant IEP and Evaluation reports, timelines, student accident reports, consents and various other reports.

• Support business managers with special education student specific services that have financial impacts.

• Clock Hours: create and manage clock hours for staff certification needs.

• Special Education procedures manual: Help maintain and keep up to date a special education procedural manual for use with district staff and therapists.

• Medicaid billing: Verify student medicaid eligibility for therapists billing. For example: OT, SLP, PT, ect. Keep provider one/healthcare authority up to date with therapist's name, licenses, expiration dates per district. Review therapist notes for compliance and Medicaid requirements. Help districts with re-validations and Medicaid billing and payments.

• HR duties include: helping staff with travel, mileage, sick and leave time. Procurement card usage and reconciliation. Purchase Orders.

• Inventory of special education equipment, materials, test kits and testing platforms.

• Birth to 3 Tracking: coordinate with In-Tot and SSP2P birth to 2 programs and make sure you have demographic info, evals, and IFSPs entered into Embrace/IEP Online at least 9 months out for each upcoming 3 year old for staff to start working on evaluation needs.