Administrative Support Student Services chez Marysville Schools

REPORTS TO:
Director of Student Services

EMPLOYMENT STATUS:
Regular, full-time (260 days)
Paygrade 20   

FLSA STATUS:
Non-Exempt

POSITION SUMMARY:
Provide administrative support to the Director of Student Services, Special Education Coordinators, and School Psychologists by performing a variety of office management, clerical, and organizational duties.
This position supports the efficient and compliant operation of special education services, data management, and communication between staff, families, and the community.

ESSENTIAL FUNCTIONS:

• Provide day-to-day administrative support for the Student Services department, including answering phones, managing email correspondence, and maintaining filing systems. 
• Manage ordering, inventory, and distribution of materials, including developing requisitions, processing received materials, and communicating with vendors as needed.
• Monitor and track Student Services budgets, preparing summaries and expenditure reports upon request.
• Maintain and update student special education records; ensure all required documentation is accurate, current, and organized for compliance and archival storage.
• Assist with data entry and reporting for special education metrics, ODEW and EMIS reporting, district dashboards, and internal audits.
• Provide current Special Education student lists to the appropriate staff and buildings.
• Track and monitor critical deadlines, including annual IEP reviews, reevaluations, and initial eligibility criteria, ensuring compliance with IDEA and district requirements. 
• Prepare and distribute correspondence, reports, forms, and departmental communications. 
• Schedule and coordinate meetings, such as IEP conferences and in-service sessions.
• Provide front-line support to staff and families, answering questions, redirecting to appropriate resources, and resolving scheduling or documentation conflicts. 
• Help coordinate translation or interpretation services for meetings when required.
• Provide technical support to staff using special education management systems.
• Maintain confidentiality of student and staff information in compliance with FERPA and district policies.
• ?Maintain the confidentiality of information that is not public domain.

• Perform receptionist duties or substitute for other support staff as needed.
• Participate in training sessions and professional development as needed to stay current on technology, office practices, FERPA, and IDEA requirements.
• Assist with Medicaid billing documentation and tracking when applicable. 
• Adhere to all safety and health regulations of the school district.
• Support updates to the Student Services website, newsletters, and communication materials. 
• Maintain an appropriate personal appearance.
• Perform other duties as assigned by the Director of Student Services and Special Education Coordinator.

QUALIFICATIONS:

• High School diploma.
• Successful secretarial or administrative support experience, preferably in an educational or special education setting. 
• Alternative to the above qualifications as the Superintendent and/or Board of Education may find appropriate.

• Familiarity with special education terminology, forms, and compliance requirements or willingness to acquire such knowledge.
• Excellent verbal and written communication skills, with the ability to maintain a positive, professional demeanor. 
• Competence with computers and office machines, and a willingness to continuously upgrade those skills.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks and handle frequent interruptions. 
• Ability to work independently and collaboratively in a team-oriented environment.
• Ability to handle confidential information with discretion and integrity. 

• Computer/printer
• Microfilm reader/Copier
• Fax machine
• Copier
• Calculator
• Scanner
• Security alarm
• Other office machines and tools as needed.

WORKING CONDITIONS:

• ?Potential exposure to blood or other bodily fluids and tissue.
• Potential contact with distraught or angry people.
• Occasional operation of a vehicle in inclement weather.
• Regular requirement to sit, stand, walk, talk, hear, see, and read.
• Occasional requirement to lift, carry, push, pull supplies or equipment, up to 25 lbs.

NOTE:  The above lists may not be ranked in order of importance. 

CONDITIONS OF EMPLOYMENT:

• Length of Employment:  One Year Limited Contract
• Salary:  Based on current classified salary schedule with appropriate experience and training
• ?Fringe Benefits:  Based on current classified handbook