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Special Education Administrative Support Specialist

2 months ago

South Burlington, Vermont, United States South Burlington Fire Department Full time
South Burlington Fire Department
Position Overview:

Job Title:
Special Education Administrative Support Specialist

Location:
Assigned Department

Job Classification:
Non-Union Support Staff

Compensation Level:
Non-exempt, Grade 5

Reports To:
Department Head/Director of Educational Support Services

Position Summary:
The role involves assisting the Educational Support Services division by executing administrative tasks, managing communication, and maintaining essential documentation related to Special Education, 504 plans, and EST files. This position operates within a prominent office environment, frequently handling sensitive information while ensuring confidentiality is upheld.

Key Responsibilities:
(Additional tasks may be assigned)

  • Maintain accurate digital and physical records for the department and students:

  • Utilize DocuSped to:

  • Input student data, meeting notifications, and track IEPs, evaluations, 504 plans, EST plans, and related paperwork.
  • Oversee the distribution and collection of Medicaid documentation, ensuring student attendance is verified and necessary signatures are obtained for reimbursement.
  • Coordinate information flow for time studies, acting as a liaison between the Educational Support Services Office and schools.
  • Create and distribute documents, forms, spreadsheets, and charts as required.

  • Provide organizational assistance to school-based special education personnel:

  • Maintain attendance records for Paraeducators and Interventionists, ensuring timely follow-up on necessary paperwork.
  • Facilitate the accurate completion and collection of timesheets for educational support staff.
  • Assist in arranging substitute coverage for Special Educators and related staff, adjusting daily schedules as necessary.
  • Support Special Educators in communicating with staff or families during urgent situations.
  • Organize meetings, events, and training sessions as requested, keeping an accurate calendar of activities for educational support staff.
  • Enhance communication between Special Educators and Educational Support Professionals regarding schedule adjustments and resource needs.

  • Execute clerical tasks, including but not limited to:

  • Responding to routine inquiries via phone and in-person regarding departmental programs and policies.
  • Submitting requests for maintenance or technology support.
  • Creating purchase order requests and ensuring follow-up as needed.
  • Preparing instructional materials for student use, including photocopying, laminating, and book binding.
  • Utilizing various office equipment such as photocopiers and laminators.
  • Providing coverage for school secretaries as required.

  • Stay updated on software, departmental operations, and required documentation, participating in training as necessary to support special educators.

  • May undertake additional duties as assigned.

General Responsibilities:
The ability to collaborate effectively within a team is crucial for successful job performance. Responsibilities are carried out in accordance with the department's policies and applicable regulations. Regular attendance is expected as per the established schedule.

Qualifications:
To perform this role effectively, an individual must meet the essential duties satisfactorily. The following qualifications are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made for individuals with disabilities.

Education and Experience:
High school diploma or equivalent is required; an Associate's Degree is preferred. A minimum of two years of clerical experience is desired, with knowledge of Special Education regulations being advantageous.

Language Proficiency:
Ability to read and interpret documents such as safety rules and procedural manuals. Competence in developing written correspondence and effectively communicating verbally is essential.

Mathematical Skills:
Ability to apply basic mathematical concepts for calculations and statistical information.

Reasoning Skills:
Ability to solve practical problems and interpret various instructions presented in different formats while maintaining confidentiality.

Other Skills:
Strong oral and written communication skills are necessary. The ability to establish and maintain positive relationships with students, staff, and the community is essential. Must demonstrate flexibility and multitasking abilities in a fast-paced environment while maintaining confidentiality.

Physical Requirements:
The physical demands described are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities. The employee is regularly required to sit, talk, see, and hear, and may occasionally lift up to 40 pounds.

Work Environment:
The work environment characteristics described are typical for this position. The employee generally works indoors and must meet deadlines under time constraints. The noise level is usually quiet.

Terms of Employment:
As specified in the relevant agreements.

Evaluation:
Performance will be assessed annually by the Department Head based on established performance objectives.