Special Education Administrative Assistant PT

Job Description

Title:

Administrative Assistant III - Student Services

Classification: 4

Reports to:

Director of Student Services

FLSA Status:
Non-Exempt

Effective Date: 4/8/2025

Union Status: N/A

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.

• (The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
• 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.

• 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:
  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:
  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.
• Skills:
  
  Expertise in utilizing technology, including
  
  Google Suite, Microsoft Suite, Frontline, and SERPP. Demonstrates exceptional written and oral communication skills, along with robust organizational abilities.

Received:
Works under the direction of the Director of Student Services.

Exercised:
None

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.

Work is conducted in a typical office environment; which is moderately noisy, and subject to frequent interruptions.

Operates standard office…