SEMS Secretary

2 weeks ago

Joshua, United States Joshua Independent School District Full time
Position Type:
Clerical/SEMS Operator

Date Posted:
4/25/2024

Location:
JISD Administration Building

Date Available:
07/01/2024
Job Title: SEMS Secretary
Reports to: Director of Special Services
Dept./School: Special Education
Wage/Hour Status: Non-Exempt
Pay Grade: Clerical PG 5 / 226 Days
Minimum Salary: $35,312

Federally Funded: Special Education Grant (100%) Cost Objective: Single-Cost

The salary for this position is paid from federal funds. Federally funded positions are supplemental and therefore subject to available federal funds.

Primary Purpose:

Organize and manage the routine work activities of the special service department and assist administration and campus staff on data systems.

Qualifications:

Education:

High School Diploma/GED

Special Knowledge/Skills:

Proficient skills in keyboarding, word processing and file maintenance.

Proficient in all areas of eSTAR.

Effective organizational, communication and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases

Basic math skills

Ability to meet established deadlines

Experience

One year clerical experience in office setting
Major Responsibilities and Duties:
  1. Provide department staff with PEIMS reports to verify submitted data to the district wide system is accurate.
  2. Develop computer reports as needed or upon request from special services or district staff
  3. Prepare correspondence, forms, records and reports using eSTAR
  4. Process requests for student records, including retrieving documents and data, and making available to appropriate entity.
  5. Responsible for all eSTAR programs for 504, RTI, LPAC and Special Education.
  6. Maintain and customize Estar pages and roles to better fit the individual user for Sped, 504, RTI or LPAC.
  7. Responsible for finding/correcting errors created in the nightly import from Skyward to eSTAR.
  8. Participate in webinars offered by eSTAR to better maintain their software with latest upgrades and updates.
  9. Responsible for all transfer paperwork in Esped for Special Education, 504, RTI, and LPAC.
  10. Knowledge and record transfer utilizing Trex for districts not utilizing eSTAR.
  11. Establish contacts with eSTAR administrators in other districts in order to ensure quick and smooth transfer of data.
  12. Upload all updated TEA accommodations for STAAR into eSTAR and communicate updates with affected personnel. (Sped, 504, RTI & LPAC).
  13. Work closely with District Testing Coordinator in ensure smooth communication between eSTAR and Test Hound.
  14. Upload and implement all software updates for testing accommodations and customize accommodations per District Test Coordinator's request.
  15. Maintain database for all active, inactive and destroyed special education records
  16. Track Restraint forms completed from all campuses.
  17. Provide Ready, Willing and Able letter as needed.
  18. Contact Physicians in order to obtain OHI forms, OT/PT form.
  19. Responsible for training and assisting the ARD clerks.
  20. Serve as liaison with parents and staff regarding procedural matters and legal requirement for Special Education Services
  21. Run ARD and FIE reports in Estar at the end of every week. Provide a weekly accountability list that tracks all the Diagnosticians work, to include overdue status to prioritize completion of paperwork in a timely manner.
  22. Maintain spreadsheet to track special education evaluation data for TEA Compliance Action Plan for annual TEA submission.
  23. Maintain spreadsheet to track 504 evaluation data for TEA Compliance Action Plan for annual TEA submission.
  24. Check all completed special education documents to ensure everything is archived in eSTAR.
  25. Maintain confidentiality of student records.
  26. Other duties as assigned by the Special Services Director.

Technical Support:
  1. Maintain and provide support for the eSTAR programs for SPED, 504, RTI and LPAC utilized by diagnosticians, speech pathologists, LSSP, all special education teachers, principals, 504 and RTI interventionist, nurses, and clerks.
  2. Provide technical support to all users of eSTAR within our district.
  3. Create eSTAR accounts, individual user roles, and access to specific programs and files.
  4. Troubleshoot student data program, implement updates, and correspond with programmers on changes and/or improvements
  5. Troubleshoot existing computers/network connectivity for Special Services staff within the office and on campuses
  6. Work with "Yellow Folder" to retrieve archived files as needed.
  7. Perform annual rollover of student data

Files:
  1. Maintain accurate student eligibility files and database on both active and inactive students
  2. Create new folders for initial and transfer students
  3. Reactivate folders for initials DNQ (Do Not Qualify) and transfer students previously in our district
  4. File original ARD (Admission, Review, and Dismissal) paperwork received from the campuses in the student's eligibility folders and "share" copies to parents
  5. Reconcile active folders several times a year against PEIMS report to verify student folder accuracy.
  6. Advertise destruction of inactive folders for over (5) five years and carry out the destruction in accordance to director's instruction

Equipment Used:

Computer, multiline telephone, printer, copier, shredder and fax machine
Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

Work with frequent interruptions; maintain emotional control under stress, repetitive hand motions, and

prolonged use computer.

THE JOSHUA INDEPENDENT SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER.