Maintain an accurate attendance record for each school day ensuring contact is made for any absent day treatment client.
Enter attendance into the Infinite Campus system and attendance spreadsheets by the close of the month, ensuring all information is accurately entered.
Schedule meetings as requested and reserve appropriate room space in the building for meetings.
Maintain a calendar accessible to the Principal, IEP Coordinator and Director of Special Education and the education staff with relevant dates (i.e. meetings).
Maintain an accurate census of all clients which includes pertinent education information and provide this census to internal departments as needed.
Monitor and maintain an up-to-date running point report for each student which shows their progress in all assigned classes.
Monitor the stock of school supplies and order additional supplies as needed.
Record minutes for any educational staff meeting and maintain a file of these minutes for reference.
Be familiar with standard office equipment (i.e. copier, fax, scanner) as well as with basic office productivity programs (i.e. MS Office), as well as internet use.
Distribute copies of finalized monthly reports for all day treatment clients to districts, parents, etc.
Scan and catalog all incident reports and conduct reports written for day treatment clients, and distribute copies of these reports to the student’s therapist on a weekly basis.
Maintain a clean work area and be responsible for the maintenance of the teacher’s workroom and supply cabinet.
Relay and early pick-up or late arrivals of day treatment clients to Charge.
Must be aware of and actively participate in internal Performance Quality Improvement (PQI) initiatives.
Individualized Education Plans
Be familiar with the Individual Education Plan (IEP) process and state regulations regarding the IEP process in order to maintain compliance.
In conjunction with the Special Education Director, will be responsible for maintaining current, accurate and up-to-date IEPs.
Contacts the school district of residence for any students on an IEP should questions or concerns arise.
Responsible for scheduling meetings for reviewing IEPs in accordance with state regulations.
Responsible for notifying all parties of scheduled IEP meetings, including Charge, with ample time to make arrangements, and for rescheduling meetings upon request.
Responsible for providing the finalized IEP to the Director of Special Education for administrative review.
Distributes the approved IEP to all members of the IEP team.
Acquires signed consent forms for any initial or triennial IEP reviews.
Follow-up with IEP team members to ensure attendance at the scheduled meetings.
Provides technical support during the IEP if conference lines or additional assistance is needed.
Maintenance of Student Files
Maintain accurate and up-to-date education files for all current students in accordance with state and local regulations.
Notifies each student’s district of residence of their placement and discharge at our school.
Responsible for requesting educational records from each student’s previous placements.
Closes out education files following a student’s discharge.
Archives discharged education files in order to be readily accessible.
Performs the intake and admission paperwork for day treatment clients and for accurately maintaining all day treatment files in accordance with state and local regulations.
Record Requests
Responds to record requests submitted in writing by outside agencies within three business days.
Maintains accurate archives of discharged students in order to expedite locating and responding to record requests.
Transcripts/Credits/Scheduling
Performs a credit audit for all students entering the program at the high school level in order to determine class assignments.
Assign a schedule for each student according to the needs of their transcript.
Maintain an accurate transcript for each student and update the transcripts as credits are earned.
Responsible for maintaining an appropriate schedule for each student and changing that schedule after the student has earned a credit.
Assist teaching staff in developing a class schedule for each teacher at the start of each semester.
Provide a copy of all credits issued to the Principal for presentation at the end of the month assemblies. Additional copies will be provided to each teacher issuing a credit and mailed home to the guardians.
Data Collection
Assist in collecting data and preparing reports for several audits and license evaluations over the course of the year including CDE, AdvancED, EARSS grant, and COA. Secures funding with regards to grants.
Responsible for providing an end-of-year report following the completion of each school year which provides accurate measurements of progress.
Assist in collecting data and preparing reports in a timely manner upon request from other department heads. All requests of this nature should also be given to the Principal and IEP Coordinator.
Responsible for providing the Principal and IEP Coordinator with information regarding clients being reviewed in upcoming Bridge meetings.
Responsible for ensuring documentation for all files and records is in compliance with audits.
Administrative Duties
Transcribe and distribute meeting minutes.
Type, edit and/or proof correspondence, documents, reports, etc.
Compose routing letters, forms, etc.
Initiate correspondence and phone calls as necessary for proper administrative coordination. This includes but is not limited to scheduling appointments for administrative purposes.
Greet significant visitors and conduct tours of the school if necessary. Includes setting up/breaking down the conference room, purchasing/serving food for the meetings.
Greet all visitors promptly and courteously, ensuring they sign in if appropriate. Meet the visitor’s needs.
Create educational file on new students.
Remove and deliver all files for discharged students to admin.
Prepare paperwork for ILP and IEP meetings.
Provide administrative support to the Director of Special Education, Principal, and IEP Coordinator.
Will work occasional weekend, holiday and evening hours.
Will work during school breaks, holiday weeks and summers.
Qualifications:
Must have a high school diploma, GED, or equivalent.
Must have at least 1 year of experience working in an administrative office environment.
Must be proficient in Microsoft Word and Excel programs.
Be at least 21 years of age.
Must pass a background check, drug screening, and physical exam.
Able to work with sensitivity to the cultural and/or socioeconomic diversity of the agencies clients and staff.
Hourly range: $18.00 to $20.00 per hour