Associate Clerk- Special Services

Associate Clerk
- Special Services

Reports to:

Assistant Director of Special Services

Wage Status:
Non-Exempt

Department/Campus:
Special Services

Pay Grade:
Paraprofessional - PG 5

Work Days: 240

Primary

Purpose:

Provide clerical support for efficient operations at the Central Office. Assist the PEIMS supervisor with data entry, filing and scanning, and sending out records. Assist with inventory and maintenance of Special Services and Assistive (Use the "Apply for this Job" box below). mobile devices, and specialized software and subscriptions.

Qualifications:

Education/Certification:

High school diploma or GED

Associate or Bachelor Degree preferred

Special Knowledge/

Skills:

• Ability to work well with peers
• Ability to communicate effectively
• Proficient knowledge of Google Suite and Office 365 to develop spreadsheets, databases, and word documents
• Knowledge of iOS and windows based systems
• Knowledge of Laserfiche
• Experience with inventory control
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software
• Experience working with students with special needs is preferred

Experience:

At least one year of clerical support experience

Essential Job Functions:

• Ensure all direct medical service provider participate in the Random Moment Time Study (RMTS) in an effort to maximize salaries included in the Cost Report
• Ensure all practitioners on the provider list are correct each quarter and in the appropriate category to submit billing claims throughout the school year
• Monitor specialized transportation sessions data entry and convert eligible sessions when received by transportation, to be uploaded into the SHARS database
• Schedule intake screenings for children ages 3-5 with suspected disabilities
• Serve as the CSID liaison with Early Childhood Intervention (ECI) to identify needs and arrange meetings with appropriate staff members and parents to ensure compliance with transition timelines
• Assist early childhood evaluation team in securing medical records, social history, and other relevant information needed for evaluations
• Assist with preparation of materials for mailing/emailing/records distribution
• Assist with maintenance of records such as scanning, filing, etc.
• Utilize online system (Esped) to enter data necessary for processing referrals to special education
• Receive incoming calls, take reliable messages, and route to appropriate staff
• Prepare written correspondence forms, schedules, or reports as requested
• Prepare meeting agendas and communication as requested
• Ensure work is correct, neat, and completed in a reasonable time, and meets, required deadlines.
• Greets visitors; responds to questions, provides information, documents, and instructions or directs visitor to appropriate party
• Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor
• Maintain physical and computerized files including inventory of mailing lists, student records, logs, and office communication
• Attends meetings as required and provide clerical support
• Opens sorts and distributes incoming mail and processes outgoing mail as needed
• Copies, distributes and files paperwork such as records or general correspondence
• Performs data entry into automated programs to track required student information, filings, or other pertinent data, depending on assignment
• Assist with maintenance and set up of mobile devices
• Assist in setting up and maintaining users of subscription-based services for students, teachers, and assessment staff
• Conducts internet searches for product information and prices
• Logging in special education and assistive technology equipment to the inventory and maintain equipment tags
• Assists in maintaining the inventory of assistive technology devices, mobile devices, and software.
• Assist in the creation and design of needed assistive technology materials
• Perform other related duties as assigned

Expectations:

• Maintain confidentiality of student information
• Accuracy – work is neat and correct and completes all work assigned.
• Personal attributes – neat and clean in dress and appearance, works with others in a positive…