Special Education Administrative Assistant

Job Title

Job Summary: Keep the Special Education Office running smoothly and efficiently. Perform secretarial duties, including projecting a positive image for the district.

Qualifications

High school diploma or GED. Associate's degree, in business administration, office management, or a related field preferred. Previous administrative, clerical, or secretarial experience, preferably in a school setting. Experience working with confidential records. Current (dated within five years) Child Abuse, PA State Criminal History, and PDE FBI Clearances as required by the Child Protective Services Law and PA School Code.

Duties and Responsibilities

Receive incoming phone calls in a professional manner and route and/or handle them as appropriate. Assist in attendance, child accounting, entries, withdrawals, and address changes of district students for processing of state attendance reports, and tracking hospitalization, homebound, and residents (4605s). Keep tracking information on students being tested by the school psychologist and circulate psychological reports to appropriate district personnel, along with necessary correspondence to the student's parents. Prepare rosters, submit necessary reports, and maintain all related records on special needs students. Track attendance for alternative education and outside schools for all. Request records for special education students entering the district and process requests from other districts for special education students withdrawing from the district. Process requests for and maintain an accurate listing of evaluations, ensuring timelines are being met. Keep Penn Data Child Counts updated, including initial referrals and discipline. Process requests from parents and agencies for social security benefits for students with special needs. Process requests for, and maintain an accurate listing of, equipment and materials for students with special needs. Maintain a Restraint Database for state-mandated reporting. Process necessary purchase orders for the special education office. Maintain active, inactive, and pending files of all special needs students. Process bills from Alternative Education, residential and mainstreaming, for students with special needs. Enter information on special needs students in PIMS and Sapphire, including primary disability codes, according to state regulations. Send PSSA/PASA reports for IU students to parents and other schools. Complete annual Special Education reports for PIMS uploading. Track and approve time sheets for Special Education Teachers. Assist in the preparation and management of annual budgets for Special Education, Pupil Services, and Health. Assist with preparing contract for non-resident students. Perform any duties and responsibilities that are within the scope of employment, as assigned by the Special Education/Pupil Services Director, or designee.

Physical Demands

Ability to walk, stand, and sit. Ability to bend, twist, and climb stairs. Ability to reach above and below the waist. Ability to use fingers to pick, feel, and grasp objects. Ability to use both hands for repetitive motion. Occasionally lift/push and/or move up to 20 pounds. Occasionally stoop, kneel, or crouch.

Sensory Abilities

Close vision, distant vision, and depth vision perception. Good hearing abilities. Able to speak clearly and distinctly. Able to read correspondence/computer screens.

Work Environment

Standard office setting including standard office equipment.

Required Knowledge, Skills, and Abilities

Strong human relations skills. Must be courteous, congenial, cooperative, and service-oriented. Professional appearance. Utilize databases, Microsoft Office products, and other district software and technology proficiently, as designated by the supervisor. Must be able to work independently or in a team (as circumstances warrant), and able to work with frequent interruptions. Must be able to communicate effectively with students, personnel at all levels, and members of the public. Follow written and verbal directions, provide direction, and motivate peers. Must be able to read/write/correspond clearly, concisely, and effectively at a post-secondary level; interpret and follow district policies, regulations, and work rules; and exercise good judgment. Must appropriately handle confidential information.

Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the applicable policies of the West York Area School District.

Hiring Practice: The school district's hiring policy is that the best candidate will be selected based on the recommendation of the Interview Team and the Superintendent or designee.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and 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. EOE