PPS Support Services Assistant

POSITION SUMMARY:

The PPS Student Support Services Assistant provides comprehensive administrative and coordination support to the Pupil Personnel Services Department. This role is responsible for facilitating student intake, scheduling evaluations, supporting IEP processes, and maintaining compliance with all New York State Education Department (SED) requirements.

PRIMARY DUTIES:

• Prepare and submit student application materials (PHC-10, audiological reports, and supporting documentation) to SED; track approvals and maintain records
• Ensure all intake packets are complete, accurate, and submitted within required timelines
• Coordinate MDT/Placement meetings, including scheduling, invitations, and interpreter services
• Maintain updated contact lists for referring agencies and school districts
• Schedule evaluations by coordinating availability of families, staff, and evaluators
• Arrange for interpreters and obtain necessary documentation from referring agencies and prior schools
• Confirm appointments and distribute schedules to all participants
• Monitor timelines to ensure all evaluations and reports are completed in compliance with NYSED, CSE, and CPSE requirements
• Proofread evaluation reports for accuracy and completeness
• Coordinate IEP meetings with CSE/CPSE and district representatives
• Prepare meeting packets, confirm attendance, and communicate interpreter needs
• Track deadlines for evaluations, family consent, and meetings to ensure regulatory compliance
• Support Deaf Infant Program (Ready to Learn) application submissions to SED, including preparation of transmittal letters and supporting documentation
• Coordinate in-house and contracted evaluations for re-determination cases and residential applications
• Follow established protocols for specialized placements and prepare approval documentation
• Initiate related service requests with CSE/CPSE as needed
• Maintain accurate student records and data for reporting and compliance
• Track and process billing for contract evaluators
• Maintain PPS Director’s calendar and scheduling needs
• Assist with preparation of reports, including year-end summaries and cost analysis
• Support meetings through scheduling, documentation, and note-taking
• Develop and maintain organized systems to track all phases of student services (intake, evaluations, triennials, and annual reviews)
• Supports the school’s Strategic Planning initiative with an emphasis on strengthening culture. Demonstrates commitment to the school purpose, vision, and mission.

REQUIRED SKILLS AND ABILITIES:

• Strong organizational and time management skills with exceptional attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Proficiency in Microsoft Office, Excel, and Google Drive
• Excellent written and interpersonal communication skills
• Ability to maintain confidentiality and handle sensitive information professionally
• Ability to work independently and collaboratively across departments
• Ability to communicate using American Sign Language (ASL) is a plus; must show commitment to learn

EDUCATION AND EXPERIENCE:

• Bachelor’s degree preferred
• Minimum of 2–3 years of administrative experience, preferably in an educational or special education setting
• Familiarity with NYSED, CSE/CPSE processes, and student services strongly preferred

SECURITY CLEARANCE:

• Required clearances include medical clearance, fingerprinted by the NYC Board of Ed, SCR, and SEL clearance

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times