The School District of West Salem is right next door to La Crosse in the beautiful Coulee Region of Western Wisconsin. Our 3 buildings are within walking distance of each other on an approximate 100-acre campus on the edge of town. Students in grades K-12 are issued MacBooks or iPads as part of its 1:1 digital learning environment. The School District has approximately 1800 students within its three buildings. Our district has a 4K-4 elementary school, 5-8 middle school and a 9-12 high school.
Check out our testimonials video on our Employment Opportunities Page:
https://www.wsalem.k12.wi.us/content/district/employment-opportunities
We are seeking a dedicated and detail-oriented Administrative Assistant to the Director of Pupil Services to support our Special Education and Pupil Services administrative team. As the primary point of contact for the Pupil Services department, the ideal candidate brings exceptional customer service skills, excellent phone etiquette, and strong computer proficiency. A collaborative, compassionate, and service-minded approach is essential for assisting students, families, staff, and external partners while handling sensitive and confidential information. Working knowledge of Skyward and SEEDS / IEP4Schools is highly desirable.
Description:
The Administrative Assistant to the Director of Pupil Services provides high-level administrative and organizational support to the Special Education Department. This position works closely with the Director of Pupil Services, Director of Finance, special education staff, families, and outside agencies to support the efficient and effective operation of the department.
Essential Functions:
Administrative Support
- Provides clerical and organizational support to the Director of Pupil Services for department initiatives
- Provides confidential administrative support to the Director of Pupil Services and the Special Education department
- Maintains confidential student, financial, and department records in accordance with district policies and legal requirements
- Manages the Director of Pupil Services'' calendar, schedules meetings, coordinates appointments, and assists with other department events
- Prepares correspondence, reports, forms, spreadsheets, and other department materials
- Responds to and directs inquiries from staff, families, administrators, and outside agencies with professionalism and discretion
- Anticipates department needs and takes initiative to address tasks, organize information, and improve office systems and processes
- Performs additional duties and responsibilities as assigned
Special Education Data & Compliance Support
- Maintains and organizes special education student information and department database
- Tracks special education enrollment, open enrollment students, transfers, and other student information as needed
- Assists with gathering, organizing, and preparing data required for local, state, and federal reports
- Supports the Special Education Department with data collection and documentation related to state and federal special education requirements
- Assists with special education records and documentation while maintaining strict confidentiality
- Supports department processes related to IEP systems, student information systems, and other special education technology platforms
Financial & Purchasing Support
- Assists the Director of Pupil Services with monitoring and maintaining the Special Education Department budget
- Processes purchase orders, receiving reports, invoices, purchase card statements, and other financial documentation
- Places orders for specialized instructional materials, supplies, equipment, and other Special Education Department needs
- Maintains accurate budget records and provides budget information to the Director of Pupil Services as requested
- Assists with grant, categorical aid, and other special education funding documentation as assigned
Medicaid Training & Billing
- Maintains and supports the district''s Medicaid School-Based Services billing processes and records
- Coordinates Medicaid training for special education staff
- Assists with tracking documentation and information needed to support Medicaid reimbursement
- Learns and maintains proficiency in specialized district, state, and special education software systems for Medicaid Billing
- Supports Special Education Department staff with administrative questions related to Medicaid systems and processes
Professional Development & Department Projects
- Assists the Special Education Department with registration, communication, materials, attendance, and documentation for professional development
- Supports special education projects, initiatives, and implementation efforts as directed by the Director of Pupil Services
- Provides project-management support for department initiatives and deadlines
Special Education Transportation
- Serve as the liaison between case managers and the Transportation Department to coordinate specialized transportation for students with disabilities when this is documented on their IEP
- Find substitute special education bus paraprofessional when needed
Qualifications:
- Associate degree in administrative support, office administration, business or a related field or an equivalent combination of education and experience
- Previous office or administrative experience is preferred
- Ability to maintain confidentiality and appropriately handle sensitive information
- Strong organizational skills with exceptional attention to detail and accuracy
- Excellent written and verbal communication skills
- Strong customer service orientation and professional demeanor
- Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment
- Ability to establish and maintain effective working relationships with staff, administrators, families, community partners, and outside agencies
- Ability to work independently while also contributing positively to a collaborative team environment
- Strong problem-solving and critical thinking skills
- Ability to learn new systems, software applications, and processes efficiently
- Proficiency with Microsoft Office applications, Google Suite, and other computer-based systems such as Skyward and SEEDS/IEP4Schools
- Ability to prepare accurate records, reports, and correspondence
- Positive attitude, adaptability, and willingness to support department and district needs as they arise
The Board does not discriminate in the employment on the basis of race, color, national origin, age, sex (including gender status, change of sex, sexual orientation, or gender identity), pregnancy, creed or religion, genetic information, handicap or disability, marital status, citizenship status, veteran status, military service (as defined in 111.32, Wis. Stats.), ancestry, arrest record, conviction record, use or non-use of lawful products off the District's premises during non-working hours, declining to attend an employer-sponsored meeting or to participate in any communication with the employer about religious matters or political matters, or any other legally protected category in its programs and activities including employment opportunities.