Job Description

Administrative Assistant to the Director of Student Services

Administration Building

Job Summary: Provide support to the Student Services Department in a manner that is professional, diplomatic, and complies with confidentiality requirements.

Position Information:

• Full-Time, 262 days per year, with benefits
• Range H3, Starting Salary $21.05
• 7:30 am - 4:00 pm, with 30 minute lunch, 8.0 hours/day

Primary Duties and Responsibilities:

• Manage Special Education data for Child Accounting system and IEP software system to include collating all Special Education information into the Student Information System. Troubleshooting with district Data Manager and Director of Instructional Technology to ensure compliance.
• Develop and distribute confidential reports for school psychologists, school counselors, school social workers, speech pathologists, and special education case managers.
• Process Special Education referrals by preparing Permissions to Evaluate; distributing returned Permissions to school teams and contracted providers; tracking timelines; updating Psychologist caseloads; and maintaining referral log for compliance.
• Maintain current special education and 504 case management caseloads (Special Education teachers, Speech Pathologists, School Psychologists, School Counselors, Occupational Therapists, BCBA). Ensure that PowerSchool has the most updated case management and related service providers (adding, transferring and withdrawing).
• Manage new student and student withdraws for students with IEPs within the Special Education side of PowerSchool.

1. New Students: Upon receipt of new student form from Registration, enter student into the Special Education side of PowerSchool. Request paperwork from sending district and organize paperwork for Supervisor/Director review. Once Supervisor/Director determines programming and case management, enter all required fields for compliance and case management into PowerSchool.
2. Withdrawals: Complete Business Process Management tool for student withdrawals, placement changes, transfers for out-of-district placements to ensure students are correctly accounted for in the Student Information System.

• Complete IU Referrals for student placements and services, gather necessary paperwork, and follow through with process until placement or service is fulfilled (Itinerant Autistic Support, Itinerant Emotional Support, Community Schools, Valley Road Education Center).
• Coordinate the Early Intervention process (December through the start of the following school year).

1. Gather and collate student demographic and programmatic information to assist the Supervisor of Elementary Special Education in preparation for transition meetings (55-80 students).
2. Request, prepare and distribute paperwork to appropriate staff members
3. Prepare Permissions to Re-evaluate for all students being Re-evaluated
4. Process Permissions upon return
5. Schedule MDT meetings with all staff in 6 elementary buildings

• Schedule MDE and IEP meetings for the Director of Student Services throughout the school year.
• Prepare student files for attorneys, as requests are received (pull file, review all documents, pull and shred duplicates, scan to district solicitor, organize for storage).
• Obtain requested historical special education records for parents, Social Security, medical reasons, employment, power of attorney.
• Perform office duties including answering the telephone, preparing and sorting mail, copying and scanning documents, filing, and reordering forms.
• Coordinate PASA testing process.
• Coordinate restraint reporting through the RISC reporting system. Gather and print all incident reports; file incident only reports in student Special Education file; provide restraint only reports to Director of Student Services for review; upon return, enter the restraint into the state reporting system for review by the Point of Contact at the PDE
• Perform other duties as assigned by the Director of Student Services.

Qualifications:

• 3-5 years experience as a secretary necessary, preferably in public education
• High school diploma or equivalent is necessary
• Diploma from an accredited secretarial training program preferred
• Submission of pre-employment medical examination (Section 148 of the PA School Code)
• Submission of the following clearances:
• PA State Criminal History Record (Act 34 & Act 114)
• PA Dept. of Public Welfare Child Abuse History Clearance (Act 151 & Act 114)
• Federal (FBI) Background Check (Act 24)
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable

Required Documents:

• Current PA Criminal History background check
• Current Federal Criminal (FBI) background check
• Current Child Abuse background check

Interested candidates should submit an online application. Questions can be directed to HROffice@hempfieldsd.org.

Posting will stay open until position is filled.

EOE