Administrative Assistant and Records Custodian

**Job Title Administrative Assistant - Records Custodian**

**Reports To ** _This position reports to the Director_

**Job Qualification**
- Experience working with Word, Excel, and Google Drive
- Proficient in IEP Programs including both not limited to iStar-the state reporting system, and EMBRACE the IEP program
- Ability to multitask and work well under pressure
- Ability to collaborate with others
- Good organizational skills
- Management of confidential student special education records
- Ability to maintain confidential information with complete security

**Duties and Responsibilities**
- Meet and interact with the public and employees in routine situations which require tack, discretion and courtesy.
- Provide a variety of clerical duties involving all but the most complex matters
- Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients.
- Prepare letters, memoranda, reports, bulletins, handbooks, questionnaires, requisitions, and other materials from marginal notes, rough drafts, and verbal instructions
- Assist in the orientation and training of employees and volunteers
- Send program attendance to each district every month as applicable
- Update personnel in iStar
- Enter and maintain IEP records for all 9 member districts for the state reporting program iStar.
- Maintain caseloads for each staff member of the 9 member districts
- Attend Harrisburg training as available.
- Executive Board secretary for monthly meetings, take notes & attendance, send out packets to board members 48 hours before the board meeting.
- Complete the Timely & Meaningful Consultation process to include sending formal letters to families, placing meeting advertisement in the newspaper, and coordinating the meeting with the Director of Special Education.
- Monitor staff in Public School Works
- Process any checks for bank deposits as needed
- Processing cash for deposit for activity fund
- Offering support to 9 districts as needed
- Support Cooperative staff with various needs
- Submits requisitions for office supplies as needed
- Submits requisitions for Executive Board needs
- Update WCSEC website as needed
- Upload documents to WCSEC website
- Coordinate Extended School Year (ESY) needs with the Director and Special

Education teachers.
- Provide Extended School Year (ESY) information for transportation services to transportation department
- Maintain listing of ESY students that include service needs to ensure accurate and efficient billing to member districts
- Manage material and technology needs
- Process Crisis Prevention trainings
- Maintain list of CPI trainings to ensure appropriate billings to districts
- Uploading Medicaid consent forms to the IEP Data Systems
- Set up new staff for Medicaid billing
- Generate reports for 9 member districts
- Medicaid data entry
- Process attendance for accurate billing for Medicaid
- Maintain minute service pages for member districts to ensure accurate efficient billing on a quarterly basis.
- Complete formal requests for records
- Oversee destruction of inactive files
- Oversee filing of records to ensure appropriate files are pulled for approval of destruction as needed
- Send student files to Yellow Folder, the paperless system
- Establish, maintain, and monitor, neat efficient electronic and manual filing systems
- Assist with handling incoming faxes and calls.
- Performs other duties as assigned by the Director of Special Education.

**Working Conditions**

This will be a full-time/hourly position (1 FTE). The Administrative Assistant
- Records Custodian will work at the Cooperative office in Rockton, IL.

**Application Process**

Please contact Sarah Moore with specific questions regarding the position (815) 624-2615.

Pay: $22.00 - $35.00 per hour

**Benefits**:

- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan

Schedule:

- 8 hour shift

Work Location: In person