Associate - Special Services; Full Time 12-Month

WESTSIDE COMMUNITY SCHOOLS
909 South 76th Street
Omaha, NE 68114

TITLE: Associate - Special Services 

LOCATION: District Office (ABC) 

SHIFT TYPE: Full Time 12-Month 

REPORTS TO: Director of Special Services

DESCRIPTION: The Associate provides essential operational and administrative support to the Special Services department. Operating with moderate autonomy within established guidelines, this role coordinates highly sensitive IEP and MDT processes, assists with district-wide specialized transportation logistics, and ensures accurate data collection for state reporting. The position requires balancing fast-paced, complex priorities, safeguarding highly confidential student and medical data, and collaborating with internal teams and external providers to support the district's special education and nursing services.

ESSENTIAL FUNCTIONS:

• Assist with specialized transportation services by managing daily logistics, scheduling, and communicating directly with parents and staff within established department guidelines.
• Coordinate with other school districts' transportation departments to ensure seamless service for students with special needs following standard procedures.
• Support high-stakes IEP and MDT processes for Nonpublic programs and ages 0–5, including the filing, sorting, mailing, and management of sensitive special education paperwork.
• Process routine contracts, billing, and provider agreements; interact directly with schools, other districts, and the billing office to resolve discrepancies and ensure continuity of services.
• Assist with the preparation and data collection for critical state reporting, ensuring accuracy and regulatory compliance.
• Order and purchase materials, equipment, curriculum, and sensitive medical supplies, assisting with technology ordering, set-up, and tracking.
• Support nursing services through comprehensive transportation coordination and contract management.
• Input, manage, and analyze data across multiple complex platforms, including PowerSchool, FileMakerPro, Google Suite, and Microsoft Word/Excel/Sheets.
• Schedule, coordinate, and support meetings, events, and training, exercising independent judgment for set-up/tear-down, technology, supplies, and catering/food orders.
• Process parent mileage reimbursement forms.
• Prepare reports, compile data, and distribute information both internally and externally.

ADDITIONAL PERFORMANCE RESPONSIBILITIES OF THE POSITION:

• Provide administrative support to Special Services leadership, building staff, and district personnel, including filing, typing correspondence, making copies, scanning documents, and processing paperwork.
• Answer phones, receive messages, and respond to inquiries from staff, parents, and patrons in a professional manner, resolving moderately escalated concerns as needed.
• Take and distribute meeting minutes as assigned.
• Maintain strict confidentiality, especially as it relates to highly sensitive student, staff, and district information at all times, adhering to legal data protection standards (FERPA/HIPAA).
• Attend and participate in staff meetings, trainings, and professional development as directed.
• Communicate and present in a professional and courteous manner with all stakeholders.
• Demonstrate regular, reliable, and punctual attendance.
• Other duties as assigned.

REQUIRED SKILLS AND QUALIFICATIONS:

• High school diploma.
• Minimum 3 years experience working in a professional office setting.
• Comfortable with technology and able to operate common office equipment with a high degree of skill.
• Highly motivated self-starter with strong organizational skills; able to work independently and manage multiple concurrent priorities in a time-sensitive environment.
• Able to work effectively as a team with students, staff, faculty, administrators, and external providers.
• Strong communication skills, both written and oral.