Job Description

Location:
EAC (Education and Administration Center)

Recruiting Start Date:
05/12/2025

Estimated Start Date:
06/06/2025

Maintains special education records and monitors special education procedures and practices for compliance with policies and laws. This includes registration of special education students, disseminating federal and state special education information to staff, parents, and the public; coordinating and processing all student information submitted to the state and federal government for funding reimbursement; and coordinating computerization of records and data. Assists assistant director to relieve officials of clerical work and minor administrative detail, including managing grants and special education budgets.

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

• Reports consistently for work as scheduled
• Performs other duties as assigned
• Attains proficient or higher evaluations on established Performance Standards
• Accountable for access to state and federal communications
• Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
• Assists department head with maintenance of departmental budget
• Assists with preparation of meetings, including scheduling and arrangement of rooms, duplication of handouts, ordering food, sign-in sheets, name tags, etc.
• Circulates pertinent information throughout the district as advised by the administrator(s)
• Confirms appointments and meetings
• Coordinates transportation requests and maintains records of travel budget and conferences attended
• Designs/maintains/revises various student tracking databases and reports
• Develops and implements office procedures and methods to ensure the efficiency of operations
• Develops, prepares, and maintains required reports
• Ensures special education student enrollment
• Ensures the accurate registration of all students and the dissemination of student records to the receiving school
• Initiates paperwork for new hires for special education district staff
• Maintains an attractive and comfortable reception area
• Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, and providing payroll records for special education extended school year program
• Maintains calendars for use, including Master Calendar and schedule of building use
• Maintains current information on special education staff, including employment data, FTE, salary/benefits, and source of funding
• Maintains inventory of office supplies, orders and stocks materials and supplies as necessary
• Maintains office files
• Maintains responsibility for the clerical operations of a departmental office
• Maintains updated mailing list of Special Education Advisory Committee members and maintains updated parent network list
• Maintains/prepares/updates database on Child Find and placements, prepares testing results for dissemination to preschool staff involved, and notifies home campus and transportation
• Makes deposits to district Finance department
• Monitors student IEP's to ensure compliance with state and federal mandates
• Opens, sorts, and distributes incoming IEP's, and prepares outgoing assessment reports as required
• Organizes and manages multiple tasks required to assist with the functions of the special education office
• Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts
• Performs a variety of duties using various types of office equipment
• Prepares and processes reports which require research, computation, and compilation
• Prepares information for district newsletter on special education programs for Assistant Director
• Prepares proposals and amendments for grants and reports for State Department and district administration
• Prepares state and federal reports
• Prepares, sets up, and maintains departmental contracts
• Processes petty cash fund receipts for special education staff
• Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases
• Processes purchase requisitions for special education budget, assigns account numbers, and distributes for purchasing
• Provides back up assistance to other office staff
• Recognizes and documents the presence of visitors who bypass the special education area and immediately reports suspicious activity or unusual behavior to the reporting supervisor
• Reviews time sheets on periodic basis for staff working less than full-time
• Serves as resource for District 20 to interpret and explain district rules, regulations, and procedures to the public
• Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
• Tracks and verifies student information for out-of-district and preschool programs on a weekly basis
• Tracks general fund budget for assistant director
• Tracks licensure and certifications

Knowledge, Skills, and Abilities:

• Ability to establish and maintain record systems
• Ability to operate database, spreadsheet, and word processing software effectively
• Ability to operate standard office equipment, performing a wide range of supportive clerical tasks
• Ability to prepare correspondence on routine matters
• Ability to type a minimum of 50 words per minute
• Considerable knowledge of basic office methods and procedures, to include appropriate telephone etiquette, spelling, punctuation, and grammar
• Considerable knowledge of computer equipment and related software utilized within the office
• Knowledge of, and demonstrated successful experience in, human relations and communications
• Strong communication skills
• Strong mathematical skills

Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.

• The noise level in the work environment may alternate among quiet, moderate, and loud.
• The incumbent is frequently required to interact in person and through communication methods with the students, public, and/or other staff.
• The incumbent is required to work scheduled school/work hours and/or days.
• The incumbent may be required to work extended school/work hours and/or days as directed.
• Work is generally performed in a standard office environment.

Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands, if listed, are considered essential functions

• Sits, stands, walks, stoops, kneels, and crouches/squats while performing duties
• Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices
• Uses eyes, hands, and finger coordination enabling the use of equipment and writing utensils
• Typical demands require staff to lift and carry up to 20 pounds, and may be higher for some assignments depending on position and student need; climb stairs, ladders, and/or stools; reach, hold, grasp and turn objects; use fingers to operate computer keyboards; feel the shape, size and temperature of objects

Cognitive Functions: The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive. The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills.

Required Qualifications:

High school graduate -high school diploma or equivalent

Preferred Qualifications:

Compensation Range:
$24.77-26.01

Scheduled Weekly Hours:
40

Hours per Day:
8.0 hour(s) per day

Number of Days per Year:
260 Days M-F

Benefits Eligibility:

Full-time - Regular
For more information on our benefits, please visit Employee Benefits | Academy District 20 (asd20.org).

FLSA Status:
United States of America (Non-Exempt)

How to Apply:
New applicants (including current district staff members) must use the Workday application portal. Documents emailed directly to a supervisor will not be considered for application purposes and will not receive a response. A completed online application also includes the following uploaded documents in PDF format:

• A current resume

Please do not call to request site visits or interviews at the school/location. Please direct all inquiries via the email address indicated on the posting

Hiring Manager Email:

[email protected] Academy School

Job Tags

Full time, Immediate start,

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