Student Services Administrative Assistant - District (1.0)
- 8 hours/day
- 7:30 am - 4:00 pm
- Salary based on PGESP contract
School District Position Description Position Title: Student Services Administrative Assistant Department: Business Office Reports To: Director of Student Services Contract: 203 Days per year Compensation: Salary Established by Board of Education Date: August, 2008; Revised July 2011, Updated December 2022 SUMMARY: Assists the Director of Student Services by performing departmental clerical duties. Responsible for electronic submissions of ISBE data reports. Functions as a liaison between client-parents and the professional support staff. Maintain communications with principals and staff in district with students in program and with outside school districts serving PG #46 students. ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.
- Performs office duties for Director of Student Services as directed.
- Schedules all preschool screenings and maintains records of results of these screenings.
- Maintains schedules for all IEP and 504 meetings for students in District schools.
- Maintains student records and reports student data for ISBE annually including SIS and iEpoint.
- Maintains special education services spreadsheet and copies special education confidential student records for district as directed.
- Assists in completion of forms necessary for reimbursement from various federal and state grants.
- Assists in procurement of funds from tuition based services by generating student attendance and tuition billing as needed.
- Assists office personnel by answering telephone and responding appropriately to requests for information regarding the Student Services department.
- Prepares and maintains records for Pupil and Personnel reimbursement reports, Home/Hospital reports, and all other relevant Special Education reports.
- Maintains off-campus data for students in student software database.
- Coordinates use of and access to electronic IEP systems
- Processes correspondence such as letters and memos, reports, forms, etc. for the Director of Student Services.
- Assists with the coordination of all departmental meeting schedules throughout the year.
- Prepares Medicaid/Fee for Services reports.
- Maintains general office files across the district for all student services' programs (Title 1, ELL, and Special Education).
- Processes and maintains student temporary files, data management, etc.
- Processes all referrals for PPS review.
- Assists in the development and implementation of district summer school programs.
- Coordinates ECE screening procedures.
- Interfaces with county agencies providing services to PG 46 students.
- Assists in updating personnel records for staff within the student services department.
- Reports student data through SIS (or any other ISBE system) as mandated by the state.
- Serves as departmental liaison for parents, schools, and staff.
- Participates in inservice training or workshops as provided or requested.
- Operates standard office equipment.
- Maintains a positive professional attitude at all times.
- Works collaboratively with school personnel.
SUPERVISORY RESPONSIBILITIES: None QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school diploma and one to three years related experience and/or training. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff and students. MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. REASONING ABILITY: Ability to apply common sense understanding to carry out detailed written and/or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. OTHER SKILLS and ABILITIES: Ability to pass a typing test at 55 words per minute. Ability to operate a personal computer and related software. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. Occasionally lifts or pushes up to 50 pounds. Occasionally the employee will type for long periods of time. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. The employee continuously interacts with the public and other staff and occasionally meets multiple demands from several people. EVALUATION: Performance of this position will be evaluated annually in accordance with the provisions of the Board's policy on Evaluation of Non-certified Personnel.
