Special Services Data Specialist

District

Woodhaven-Brownstown School District

July 16, 2023

Manages and carries out the functions of the Department of Special Services office in relation to the needs of the director, staff, teachers, students and community as they pertain to the effective and efficient running of the Special Services Department. The administrative assistant is directly responsible to the Special Services Director.

• Communicate in such a way as to convey a positive image of the school, its staff, and the school district to the community.
• Maintain student databases for in‑district, out‑district, and exited special programs students.
• Assist pupil accounting with the collection of special education data.
• Demonstrate competence in accessing and utilizing the Mi-Star system and BAA, including processing REEDs, METs and IEPs, Mi-Access.
• Process and monitor all REEDs, Permission to test documents, METs, IEPS for input and compliance.
• Create and maintain databases for a variety of applications.
• Establish positive relationships with parents through telephone and face‑to‑face contacts.
• Process all paperwork associated with special education students, including but not limited to processing, proofing, data entry, compliance and filing.
• Communicate and maintain Mi-Access testing information for state testing.
• Maintain staff reports.
• Review, sort, and distribute mail.
• Answer the telephone professionally and record messages accurately.
• Process and create correspondence and documents as requested by the director.
• Maintain staffing agendas, staff schedules, and compliance documentation.
• Maintain calendars accurately and timely.
• Establish positive communication with other buildings, departments, districts, and agencies.
• Communicate to the special education and support staff assignment notices, caseloads, and student schedules.
• Update staff assignments, notices, and caseloads for the new school year.
• Communicate special‑needs accommodations for individual students to transportation and technology department.
• Take initiative to organize the office area for maximum efficiency.
• Create a 30‑day testing calendar for the upcoming school year.
• Back up for programs under the Special Services Program Asst position, as needed.
• Process and maintain all Preschool Special Education Referrals, RESA referrals for WBSD, TOTE transitions to WBSD Preschool programs.
• Maintain and schedule the Director’s events, meetings, and appointments.
• Coordinate with the Director to update/create new processes and procedures to create a more streamlined process.
• Coordinate with transportation and other districts for students attending SE Extended school year programs.
• Research, implement, and maintain an electronic filing system.
• Process and maintain student documentation for incoming, current, and exiting special programs students.
• Back up incoming 504 and English Learners.
• Back up and assist with maintaining and collecting information on students that may qualify for McKinney Vento in the upcoming school year.
• Assist in coordination of special transportation for special needs students with the transportation department and receiving districts and programs.
• Review all newly enrolled students for SE, EL and 504’s for efficiency.
• Review all newly enrolled students “snack pack” to avoid parents not disclosing information to us for compliance efficiency.
• Review all newly enrolled students to capture Medicaid documents for GE and SE students, organizing and maintaining documentation and input into Mi-Star applications.
• Assist in processing all WBSD social security records requests.
• Assist in maintaining Medicaid staff pool lists and assist with maintaining compliance.
• Communicate and assign staff for Summer IEPS. Maintain, collect and monitor for compliance all documentation for students who will need summer IEPS.
• Collect and monitor summer staff mileage.
• Process and maintain payroll timesheets for summer staff for TOTE teachers and support staff evaluations, playgroups, intake and home visits.
• Process and maintain payroll timesheets for summer staff for Teaching and Support staff for Evaluations and Summer work,…