Administrative Assistant to the Director of Special Education and Pupil Services

JOB GOAL:
1. To serve as Administrative Assistant to Director of Special Education and Pupil Services
2. To promote the vision, mission, beliefs, and expectations of the Whitefish Bay School District.
3. To assist and support the Director of Special Education and Pupil Services in day-to-day operations of the Special Education and Pupil Services Department.
4. Under the supervision of the Director of Special Education and Pupil Services, keeps legal special education records such as IEP’s and other records.
5. To perform confidential, skilled office work calling for considerable individual judgment.
6. To provide clerical services for the Special Education and Pupil Services Department.
7. Present a positive image in contacts with students, parents, community, and staff

POSITION RESPONSIBILITIES:
1. Serve as Administrative Assistant to the Director of Special Education and Pupil Services: review correspondence and reports for the Director's signature and/or distribution. Review, sort, route incoming mail.
2. Intake office visitors and telephone callers; tactfully answer and assist in resolving concerns and complaints from staff, parents, outside agencies and other visitors; receive and direct visitors and give general information and answer questions in accordance with established procedures; take messages and refer callers to appropriate personnel; exercise discretion in public contacts.
3. Maintain all special education student master files, making sure they are complete, up-to-date, and kept in accordance with state and federal guidelines.
4. Develop an efficient and effective filing system (paper and computer); maintain confidentiality of privileged and sensitive information related to all District actions, files, and records.
5. Maintain up-to-date class lists for all special education students.
6. Enter attendance figures for the privately placed students and Early Childhood/Preschool students.
7. Input all special education data and student information as required by the district and state into the student management system.
8. Keep an accurate account of all Special Education and non-Special Education referrals, as well as their timelines, monitor complete Special Education process, review paperwork for accuracy and completion, distribute and collect reports and forms as required.
9. Compile, maintain, and distribute a current list of parent consents, IEP, and triennial dates of the special education students to the special education staff. Notify the appropriate case managers of all triennial evaluations due for the upcoming year and monitor for timely completion.
10. Ensure all Non-Resident referrals/IEPs/reevaluations are sent to the Business Manager.
11. Compose process reports and other documents for the Special Education staff and Pupil Service staff as needed.
12. Serve as a resource person to special education staff on DPI guidelines and procedures; respond to requests for assistance; serve as contact person for Skyward Student Records data entry process.
13. Process all Records Requests from outside agencies.
14. Assist with scheduling of meetings for preschool and private school evaluations and IEPs/Service Plans; sending out referral packets, verifying residency and birth certificate information.
15. Monitor that Indicator 7 Child Outcomes are done when a child turns 6 years old or exits special education.
16. Prepare various district, state, and local reports throughout the school year: e.g. PI-3214 – Parentally Placed Private Students; Third Friday special education information; Private School Equitable Services; Civil Rights; High Costs; and End of the Year Tuition Information.
17. Arrange all special education transportation (e.g. bus, cab, private contract) for daily routes and community outings. Keep all records pertaining to transportation and costs.
18. Collect data, consult with the Director, and assist with the organization of ESY services.
19. Assist the Director with preparation of the annual Flow-Thru budget, maintain accurate records regarding purchase orders and time slips, and monitor charges for tuition and other services.
20. Process all purchase orders for IDEA Flow-Thru fund, transportation and outside agency placements including maintaining an inventory of all purchased materials/equipment.
21. Process all purchase orders for Pupil Services budget and maintain an inventory.
22. Assist with preparation of Title III budget and process all purchase orders, including maintaining an inventory.
23. Perform other duties as assigned.