Pupil Services Administrative Assistant

This position is primarily responsible for the daily clerical, procedural, and compliance support of Special Education and 504 pupil records, regulatory timelines, and Medicaid reporting (as it relates to students receiving services) and supports the director and special education teachers and school-based service providers with a variety of assignments related to these areas. In addition, the position serves as assistant to the school counselor providing communication and technical support, promotes student scholarship opportunities, and assists the district with transcript request/document facilitation, disbursement, and confidential records maintenance.

Special Education/504 Duties:

• Records new special education referrals, enters all student data into SEEDS and follows through all steps of the IEP Team process within the 60-day timeline with parents, case managers, and team. Sends out notices of re-evaluation and monitors all evaluation timelines for compliance.
• Prepares and maintains all paperwork associated with the IEP team meetings and assists with the completion of special education reports and parent/guardian annual mailings as required by the DPI.
• Schedules all annual IEP and 504 meetings, notifies parents, and assigns IEP Team members and arranges for substitutes for teachers involved in the IEP meetings and documents contacts made with parents.
• Works with the district state reporting representative to ensure special programs are accurately reflected on the SIS (monthly as well as at snapshot review time).
• Prepares reports and correspondence as requested by the Pupil Services Director, Special Education Teachers and School-Based Service providers.
• Works with attendant care aides to report student cares to MJ Care, monthly transportation logs, and ultimately provides annual cost report ratios to the Sevastopol business manager and updates and certifies staff pool lists.
• Promotes and coordinates annual Child Find activities including 4K developmental screening, community notifications and appointments for families within our district-two times per year.

Assistant to the School Counselor and DAC Support Duties:

• Assist students, parents and community sponsors with scholarship information and deadlines.
• Organizes and facilitates details for annual Senior Award night including confirmations, invites, certificates, greeting guests at the event and ensuring Sevastopol scholarship payments and tracking of awards.
• Fulfills school records requests from outside agencies, alumni, and colleges/technical schools and job background companies.
• Supports requests and scheduling assignments from school counselor, school psychologist, and STRIDE counseling services with appointments (1.5 days per week), including CCS teams, Youth Apprentice and Department of Vocational Rehabilitation meetings with families.
• Coordinates annual mailings for state testing notification and mails results to parents including ACT, Forward, DLM, Access and Pre ACT.
• Assists with annual billing for CAPP classes and works with bookstore for the purchase of student materials for counselor requested online classes (as needed).
• Schedules and promotes school visits with college/military representatives and facilitates and prepares annual mailing list with opt-out families removed.

Additional Responsibilities:

• Facilitates Community Program coordination, including marketing, mailing, and contacting program participants once sessions are confirmed, participation fee collection and tracking.
• Summer School Coordination and Promotion-supports director of pupil services with collection of nominees, promotional materials, parent communications (English and Spanish) and transportation tracking and assignments (May through June) and bus assignments (when applicable).
• Communications and PR: Plays moderate communications role for many different school and district communications for review and/or creation of material that continues to positively position Sevastopol School in our smaller and larger communities (including internal marketing when necessary)
• Team member and active participant on the School's Reunification Team.
• Performs all other associated duties and responsibilities as assigned by the District Administrator.
• Serve as a positive role model for students in how to conduct themselves as citizens and as responsible, intelligent, human beings. Help instill in students the belief in and practice of ethical principles and democratic values.
• The employee shall remain free of any alcohol or illegal substance in the workplace in compliance with Policy 4122 throughout his/her employment in the District.