Special Education Administrative Assistant Part Time

Administrative Assistant III - Student Services

Provides a wide range of complex administrative support functions to assist with the daily operations of Student Services. Helps maintain an organized office and manages daily requests. The role requires initiative and independent judgment in applying established policies, procedures, and methods. Performs additional tasks as needed.

Essential Functions:

• Performs varied daily secretarial, administrative functions in the office of the Director of Student Services.
• Assists the Director managing their calendars, gathering information, obtaining signatures and approvals, and scheduling appointments.
• Monitors Medicaid to ensure that providers are signing off correctly.
• Manages user accounts by adding new users and making changes for inactive ones.
• Consults with Medicaid as needed.
• Analyzes Special Education aid at the end of year by compiling all statements and invoices accumulated throughout the year and incorporating them into each student's financial summary.
• Drafts and submits multiple versions for various approvals.
• Maintains and files all records and court dates, bills, and Medicaid information on students.
• Answers phone calls and communicates with parents and staff regarding questions.
• Coordinates with case managers and transportation, in order to ensure appropriate transportation for students.
• Notifies case managers when evaluations/IEPs are completed.
• Monitors NHSEIS and approves transfer requests through NHSEIS.
• Analyzes budgets in collaboration with the Director of Student Services.
• Assigns ICD-10 codes in Medicaid to students through their IEPs.
• Sends physician forms for Medicaid approval to authorize services.
• Performs similar or related tasks as required, directed, or as situations dictate.
• Manages preschool tuition payments by developing and maintaining a payment tracking system. Processes payments, follows up on outstanding balances, and prepares all payments for deposit through the Business Office.

Minimum Qualifications:

• Associate's Degree in Business, Finance, Secretarial Studies, or a related field; three to five (3-5) years of administrative office experience; or any equivalent combination of education and experience.

Knowledge, Ability, Skill:

• Possesses a thorough knowledge of office procedures, practices, and terminology. Understands the policies and procedures of the school and is proficient in the operation of computer software applications. Familiar with accounting principles and procedures, and has a working knowledge of laws and policies relevant to the district's operations.
• Ability to organize time, work independently and accomplish tasks. Skilled in dealing tactfully and effectively with staff and the public. Capable of prioritizing and completing multiple tasks simultaneously, even with frequent interruptions. Adept at maintaining confidentiality and developing and interpreting complex spreadsheets. Demonstrates strong accuracy and attention to detail.
• Expertise in utilizing technology, including Google Suite, Microsoft Suite, Frontline, and SERPP. Demonstrates exceptional written and oral communication skills, along with robust organizational abilities.

Supervision Received:
Works under the direction of the Director of Student Services. Exercised:
None

Responsibility:
Performs a range of responsible duties that demand a comprehensive understanding of departmental operations. Utilizes considerable judgment to independently complete tasks and analyze situations that may not be clearly defined by existing precedents or procedures.

Job Environment:
Work is conducted in a typical office environment; which is moderately noisy, and subject to frequent interruptions. Operates standard office equipment such as computers, calculators, copiers, and fax machines. Communication occurs via phone, written correspondence, and in person interactions; typically involving the exchange of information and discussion of routine to semi-complex issues. Regular contact is made with vendors, school personnel, teachers, and administrators.

Errors could lead to delays in departmental services and may have legal and/or financial consequences.

Physical Requirements:

While performing duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

Equal Opportunity/Americans with Disabilities Act Employer