What are the responsibilities and job description for the Pupil Services Analyst position at Orcutt Union School District and Academy Charter High School?
Title: Pupil Services Analyst
Basic Function:
Under the direction of the Executive Director of Special Education, perform technical and advanced level duties: plan, organize and coordinate activities to relieve the Executive Director of various complex and confidential pupil services tasks.Representative Duties:
- Serve as clerical support to the Executive Director or other District level administrator; plan, organize and coordinate activities to relieve the Administrator of administrative and clerical duties. E
- Assure timely communication between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials. E
- Prepare and transmit records for various requests. E
- Maintain files for complaints filed with various state and federal agencies. E
- Research and compile information and compute statistical information for federal, state and District reports; maintain a variety of complex records related to assigned area. E
- Attend a variety of meetings and take minutes; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes. E
- Assist in maintaining a variety of complex personnel records, time sheets, lists, files and records including confidential materials; contact and assign substitute personnel as needed. E
- Assist in coordinating special education transportation. E
- Compile data for budget; post and maintain budget and financial records of a variety of programs. E
- Student IEP management system administrator for the District. Support the District special education staff in all areas of student IEP management system use. E
- Assist in monitoring all IEP in student IEP management system to ensure IEP meetings are completed according to multiple timelines, i.e., annually, triennially, for matriculating between programs, and high school graduation. E
- Work with District special education staff to determine if any forms in the Student IEP management system need to be amended so that they are more user friendly and functional. E
- Day-to-day administration of the Occupational Therapist Regional Program that provides OT services to North County Schools. Tracking of the services each of the therapists provide to multiple districts and submitting those records to the SELPA so that each district can be correctly billed for their share of OT services. E
- Assist in reviewing every IEP for accuracy as well as compliance with state and federal
law. (Over 600 IEPs/Amendments held annually) E
- Assist in coordinating all triennial reevaluations with the psychologists and other special education staff. This includes accessing previous IEPs to locate the correct information to create an assessment plan that is unique to each student, determining which assessment protocols are required for the assessment i.e. BASC, ABAS, SSIS, etc. and forwarding all necessary documents to parents with detailed instructions about how to complete and return the forms in a timely fashion. E
- Monitor caseloads of special education staff and provide that information to the Executive Director of Special Education and the Assistant Superintendent for Human Resources. E
- Assist in maintaining a complete and up-to-date database of audio recorded IEP meetings. E
- Create and maintain a comprehensive file system of high-profile cases for easy access by the Director, as well as completing any records request. E
- Assist with 504 plans. Provide annual notification to site administrators. E
- Oversee all purchasing for the Special Education department (Executive Director, Psychologists, Occupational Therapists, Speech Pathologists, APE Specialists, Resource Specialists, Inclusion Teachers and Special Day Class Teachers. E
- Request and process files for incoming special education students. Create a psychological file to be maintained at the special education office and a working file for the case manager. E
- Assist in processing outgoing special education records for transferring students. E
- Assist Director with the preparation of legal documents. E
- Assist in registering all special education staff for professional development. E
- Maintain the Director’s calendar of all IEPs for all special education staff in the District. E
- Perform related duties as assigned.
Knowledge and Skills:
- Ability to accept constructive feedback and develop knowledge and skill sets accordingly.
- Effective time management skills and the ability to manage multiple tasks at one time.
- Excellent written and verbal communication skills.
- Ability to develop and maintain professional relationships with co-workers, supervisors, and community members.
- Ability to adhere to organizational policies and procedures and abide by code of ethics as indicated by Board policy.
- Commitment to maintain client confidentiality and adhere to FERPA and HIPPA laws.
- Commitment to ongoing training and development as it relates to clinical skills, professional development, ethics, and technology, and training in order to perform job responsibilities to required standard.
- Ability to interpret and implement protocols and written procedures.
Basic and Physical Requirements:
- Perform advanced level secretarial duties
- Work independently with little direction
- Analyze situations accurately and adopt an effective course of action
- Understand and follow oral and written directions
- Compose independently or from oral instructions letters, memos, bulletins or other material
- Establish and maintain effective working relationships with others
- Read, interpret and follow rules, regulations, policies and procedures
- Operate various office machines such as a typewriter, word processor, computer terminal, copies, calculator and others
- Make arrangements for meetings, workshops and conferences
- Maintain a variety of filing systems
- Maintain records and prepare reports
- Make arithmetic calculations quickly and accurately
- Meet schedules and time lines
- Plan and organize work
- Communicate effectively both orally and in writing
Education/Experience:
Any combination equivalent to graduation from high school supplemented by courses in secretarial science or related fields, increasing responsible and varied office experience with an emphasis on special education. School district experience is preferable.WORKING CONDITIONS:
ENVIRONMENT: Office environment PHYSICAL DEMANDS: Hearing and speaking to exchange information with others Dexterity of hands and fingers to operate computer and mouse Seeing to read and observe computer monitor Sitting for extended periods of time Lifting moderately heavy objects