Administrative Assistant Clerical/ACCESS Coordinator

South Fayette Township
School District

3680 Old Oakdale Road
McDonald, Pennsylvania 15057

412-221-4542; Fax – 724-693-2883
www.southfayette.org

Job Description

TITLE: Administrative Assistant Clerical/ACCESS Coordinator (10 Month Position)

REPORTS TO: Administrative Assistant to Director of Student Support Services

JOB GOALS:
● To assist in all duties and responsibilities carried out through the Department of Student

Support Services
● Provide a high quality of service that reflects the standards associated with the South

Fayette Township School District.

QUALIFICATIONS:
1. Possess a High School Diploma and preferred specialized training
2. Possess experience as an administrative professional or equivalent training.
3. Possess strong interpersonal and communication skills
4. Possess excellent clerical and technological skills, including proficiency in Microsoft Word,

EXCEL, and various databases.
5. Possess a valid driver’s license
6. Demonstrated insight, intelligence and problem-solving ability
7. Ability to demonstrate a high degree of accuracy and responsibility
8. Ability to keep information confidential.
9. Ability to work cooperatively with others.
10. Ability to multi-task and get the job done efficiently and effectively
11. Willingness and ability to continue learning (i.e. Technology)

JOB RESPONSIBILITIES:
1. Directs and manages employees involved in ACCESS, including but not limited to assignment of responsibilities, guidance and training in ACCESS, evaluation of employees involved in ASSESS.

2. Prepares information using clerical skills, problem-solving skills, and technology as requested by the Director of Student Support Services, School Psychologists and full-time
Administrative Assistant

3. Opens and stamps all incoming mail

4. Screens, sorts and distributes incoming mail and documents; responds to routine items not requiring the Director of Student Support Services and School Psychologists’ attention, in accordance with specific instructions and standard procedure.

5. Responsible for handling all mailings pertaining to the Department of Student Support
Services.

6. Types Job Postings and sends all postings to the Human Resources Offices.
7. Proofreads by reviewing assigned documents for spelling, punctuation, and grammar through spell check, grammar check, and quickly scanning the documents for any missed errors.

8. Helps with all copying and filing of Student Support Services documents.
9. Assists and directs those requiring assistance to the appropriate sources.
10. Helps to maintain the department’s special education software program, IEPwriter for

Child Accounting Data/Information through the school psychologists.
11. Handles requests for special education records from the high school for social security requests and post-secondary school requests.
12. Helps to distribute evaluations accordingly for the Department of Student Support Services to teachers, guidance counselors, paraeducators, and nurses.
13. Moves forward and organizes all special education and gifted education records for all special education, gifted, and 504 Student Service Plan students at the end of each school year.

14. Coordinates and monitors school-based ACCESS reimbursement funds for all eligible students in the special education department (i.e. paperwork, communications, Allegheny
Intermediate Unit, training, creates and keeps up-to-date spreadsheets, etc.)

15. Monitors and provides accurate ACCESS information with accurate ACCESS fiscal information on a monthly basis to the Director of Student Support Services to monitor incoming and outgoing monies.

16. Provides an overview of internal ACCESS procedures annually to the Director of Student
Support Services, special education staff, school psychologists and new hires during the school year.

17. Collects at the beginning of every school year and monthly, current rosters from the therapists and communicates with the Allegheny Intermediate Unit 3 to them set up for billing.

18. Collects billing on a monthly basis from the Personal Care Paraeducators, therapists, school psychologists, and transportation.

19. Tracks all IEPs for students who are on Medical Assistance and they have a related service, contact teachers prior to the IEP expiring to remind them to get the consent form completed and submitted to the Department of Student Support Services within one week.
(This deadline will be shared with the staff at our August staff development meeting.)

20. Reviews all IEPs to ensure services were written in the IEPS correctly, including students placed out of the district. If there are issues, they will be immediately addressed, request a revision, and obtain parent consent if needed.

21. Contacts families that are not on Medical Assistance but have related services in the IEP and may qualify.

22. Contacts families that did not complete a consent form and check that it does not apply and those that are on Medical Assistance to obtain consent as soon as possible.

23. Provides additional resources and the opportunity next time there is an annual IEP meeting that they might change their mind if they have refused. ( Notify the LEA of the IEP meeting and the special education teacher of this information so they may communicate with the parent at the annual IEP meeting.)

24. Re-checks Medical Assistance eligibility status on a bimonthly basis.
25. Increases annually ACCESS monies by 10%-20% depending on the number of the Personal

Care Paraeducators, school psychologists’ evaluations, etc.
26. Provides support to the school psychologists with Child Accounting Submissions to the

Pennsylvania Department of Education
27. Attends Annual Child Accounting Conference (if deemed necessary)
28. Other duties as assigned by the Director of Student Support Services, School Psychologists and full-time Administrative Assistant.

POSITION REQUIREMENTS:
Physical Demands:

1. High energy position in the district. Travel to school building offices, classrooms, meetings in other districts/conferences.

2. Frequent travel throughout various buildings
3. Often sitting at desk for extended periods of time
4. Standing for limited periods of time
5. Light lifting to 30 pounds
6. Manual dexterity to use office equipment
7. Repetitive movement of fingers and hands for keyboarding
8. Attends evening meetings as scheduled

Sensory Abilities:

1. Visual acuity (with and without corrective lens) to read correspondence, computer screen
2. Auditory acuity (with and without assistive hearing devices to be able to use telephone.
3. Ability to speak clearly and distinctly.

Temperament:

1. Ability to work as a leader and member of a team
2. Must be courteous and able to effectively manage people
3. Must be cooperative, congenial and service-oriented, and promote these qualities in the department
4. Ability to work under stress and timelines
5. Ability to work in an environment with frequent interruptions

Cognitive Ability:

1. Ability to follow written and verbal directions and give directions to others
2. Ability to create and delegate assignments
3. Ability to complete assigned tasks with minimal supervision

4. Ability to read, write and do complex computations
5. Ability to use correct grammar, sentence structure and spelling
6. Ability to compose clear, concise sentences and paragraphs
7. Ability to organize office setting to efficiently accomplish tasks
8. Ability to work independently and make work-related decisions
9. Ability to exercise good judgment in prioritizing tasks, and directing staff
10. Ability to communicate effectively at all organizational levels

Note: All abilities must be at a professional level, as expected from the required educational level of the job and the previous experience required.

Specific Skills
1. Ability to use computer technology and business software efficiently and effectively including but not limited to word processing, spreadsheets, databases, and presentations.
2. Ability to maintain confidential information
3. Ability to manage a complex department with varied changing, service demands

Comments
Position holder must have a friendly, helpful, caring personality
Position holder has relatively unrestricted access to information for the South Fayette Township
School District and knowledge management/operational activities .
Position holder must be able to supervise and manage employees.

The position specifications described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Pursuant to the requirements of the federal
Americans with Disabilities Act, reasonable accommodations may be made to enable a qualified individual with a disability to perform essential job functions.
The information contained in this job description is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.

TERMS OF EMPLOYMENT:
Teacher School Year plus 20 additional days- work schedule and other conditions of employment are to be in accordance with the South Fayette School District salary schedule and applicable policies.

EVALUATION:
Performance of this job will be evaluated annually in accordance with provisions of the
applicable policies of the South Fayette Township School District.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Work Location: In person

Salary : $30,400 - $38,500