Special Education Administrative Assistant serving

Special Education Administrative Assistant

Serves as a vital administrative partner within the Special Education Department, ensuring strict compliance with state and federal regulations through the meticulous management, verification, and tracking of Individualized Education Plans (IEPs) and related documentation. Utilizes advanced data systems, including MI-Star System, to maintain integrity across department databases, compile critical metrics for evaluations, and streamline pupil accounting reporting. Acts as a key liaison and resource for the Director of Special Education, district staff, and external agencies, leveraging independent judgment and strong communication skills to support departmental objectives and ensure optimal service delivery.

Receives, reviews, processes and tracks Individual Education Plans (IEP) / Worksheet B forms and inputs data into the Power School system. Verifies completeness of Reviews of Existing Evaluation Data (REED) and Multidisciplinary Evaluation Team (MET) forms. Ensures all previously mentioned forms are complete and entered into the appropriate database. When necessary, contacts Special Education faculty and staff to retrieve missing data, clarify what information is needed, and request records from third parties to complete IEPs.

Monitors Pupil Accounting reports by disseminating information to staff, collecting data, reviewing data, and identifying and retrieving missing information. Maintains student lists, related databases and activities for Special Education programs, Extended School Year (ESY) programs, Bureau of Assessment and Accountability (BAA), Wayne Regional Educational Services Agency (WRESA), and the Michigan Care Improvement Registry (MCIR).

Acquires the necessary information for the number of students classified as Special Education in each school (student count) to ensure students are assigned to case coordinators and related reports are completed. Based on the results of student count projects of Full Time Student Equivalency (FTE) are prepared for staff. Receive and process special transportation requests, Public Health Agency reports, and speech referrals.

Scans hardcopy files into digital files and manages the electronic database.

Manages Mi-Access materials and documents, monitors assessment process, and maintains school records within the Bureau of Assessment and Accountability online system.

Updates/Manages Automated Substitute Placement and Absence Management (Red Rover) and student information systems.

Monitors staff budget / expense accounts, payroll time sheets, budget logs, creates purchase orders in SMART, and provides reimbursements to staff.

Provides administrative support to the Department of Special Education and assist on special projects / grants as required.

Performs other related tasks as assigned.

This position requires knowledge equivalent to that which normally would be acquired through an Associate's Degree (A.A.) or equivalent from a two-year college or technical school. This position requires two to three years related Special Education experience in a school regulated setting.

Knowledge of computerized pupil accounting programs and procedures. Has advanced knowledge of Microsoft Office Suite, Google Apps for Education, and has ability to manipulate and utilize multiple features. Possesses advanced understanding of the Livingston ESA's Special Education Standards related to State and Federal laws. Proficient with some Livingston ESA specific programs such as Smart, Power School, AESOP, and CEO Image Executive.

Has regular contact with others including student, general public, visitor and Livingston ESA personnel. The purpose of this interaction is to explain, clarify, or interpret information. This may include confidential or time sensitive information.

Requires advanced interpersonal and communication skills to establish and maintain internal and external Livingston ESA relationships. Assess and diffuses problems regularly and uses tact to handle difficult situations.

Knowledge of governmental Medicaid reimbursement requirements and related laws.

Experience in preparing and maintain pupil accounting spreadsheets and…