• Job Description

  Req#: 5526782

  JOB TITLE: ADMINISTRATIVE ASSISTANT II TO THE ASSISTANT SUPERINTENDENT- SPECIAL SERVICES

  JOB PURPOSE: To support to the Assistant Superintendent for Special Services and the Special Services department overall, with an emphasis on state reporting and legal matters including mediations, hearings, and FERPA requests.

  PREFERRED QUALIFICATIONS:

  • High school diploma required, college degree preferred
  • Post-secondary training/education in related area
  • Experience in the CT-SEDS system and other special education application
  • Experience in state data entry and compliance filings
  • Demonstrated skills in public relations/interpersonal relations
  • Proficiency in Microsoft Office and Google Suite
  • Proficiency in Google Slides and PowerPoint
  • Knowledge of special education process
  • Excellent organizational skills and attention to detail
  • Excellent computer skills

  RESPONSIBILITY/ACCOUNTABILITY:

  • Ability to work independently as well as collaboratively with other support staff.
  • High level of ethical behavior and confidentiality of information about students.
  • Demonstrated flexibility and ability to respond to changing priorities.
  • Demonstrated ability to work independently with minimal supervision.
  • Proactively work to utilize work day effectively; manage time to meet workload demands and department schedules.

  REPORTS TO: Assistant Superintendent Special Services

  PERFORMANCE RESPONSIBILITIES:

  1. Serve as lead administrator for the Medicaid reimbursement process including:

  • Work with the vendor, the State, and related services staff to ensure the accuracy of all district submissions and ensure the maximum reimbursement for the district.
  • Attend all state-mandated Medicaid training.
  • Gather and track all information and submit into Relay portal.
  • Work with finance department on yearly state Medicaid Cost Report.

  1. Process all FERPA requests within the mandated timelines and with appropriate information redacted and all other requirements mandated by law.

  1. District Reports
     • Responsible for gathering information and preparing the monthly enrollment report to the superintendent’s office.
     • Responsible for gathering information and preparing the District Special Services End of Year Report for the assistant superintendent.
     • Responsible for gathering information and preparing the Special Services section of the 10-01 Class Size report for the superintendent’s office.

  1. Assist in the implementation of all required professional development for special education staff, including:

  • Responsible for entering Special Services Professional Development trainings in the Performance Matters system, including working with the district PMT lead trainer and district PMT coaches to enter Physical Management Trainings, generate sign-in sheets, and mark staff attendance in the system.
  • Coordination and scheduling of Orton-Gillingham Training.
  • Coordination of district-based training for related services, counselors, school psychologist, social workers and special education teachers.
  • Tracking Threat Assessment Training.
  • Issuing purchase orders for all approved conferences and workshops.

  1. Assist in tracking appropriate information for the excess cost report, including:

  • Regular staff expenses
  • Additional duty timesheets for identified students
  • Homebound tutor timesheets

  1. Coordinate file retention of student records in accordance with mandated State timelines, including scheduling of and reporting on purging of records.

  1. Support district staff with IEP software implementation and management, including attending CT-SEDS IEP and 504 training sessions.

  1. State Reports

  • Assure timely and accurate submission of required Special Services reports for the State of Connecticut, including Restraint and Seclusion Reporting.
  • Work with administrative assistant-I and the district’s PSIS manager on the year 10/1 SEDAC Child Count.
  • Gather data for the Genesis Program for the administrative assistant to the superintendent of schools for the ED165.

  1. Support SEPTA and SPED*NET Wilton to relay information using Parent Square and Power School.

  1. Assist in summer with school-related Special Education services such as:

  • Scheduling PPT meetings
  • Sending out meeting notices

  1. Work with assistant superintendent & assistant directors, special services department on creating yearly Special Services Transition Calendar for the district.

  1. Responsible for purchase orders over the summer for all district special education staff and mental health staff for all supplies for the new school year and throughout the school year using the district financial Munis software system.

  1. Answer phones, take messages, forward calls as appropriate. Record and relay information as necessary. Ensure messages are relayed to appropriate parties in a timely fashion.

  1. Provide secretarial services including, but not limited to, word processing, photocopying, labeling, mailings or other services as required.

  1. Work collaboratively with other special services administrative assistant I and assistant superintendent to provide support services in the event of absences, vacations, lunch breaks.

  1. Work closely with the district PSIS manager and school special services secretaries on entries and exits of district special education students.

  1. Provide administrative support for the director of safe school climate, wellness, community, and belonging by managing calendar, coordinating vendors, managing purchase orders and budgeting, coordinating trainings, and helping to organize events as needed.

  1. Perform other related duties as required or requested.

  PHYSICAL REQUIREMENTS:

  Normal office physical demands; ability to work in busy front office environment; ability to work at desk for long periods of time often in a sedentary position; ability to file required documents in a timely and organized fashion

  TERMS OF EMPLOYMENT: Twelve-month year

  EVALUATION: Performance of this job will be evaluated annually by the Assistant Superintendent - Special Services in accordance with the bargaining agreement between the Wilton Board of Education and WAESCA/UPSEU.

  Wilton Public Schools is committed to a policy of equal opportunity for all qualified persons.

  Wilton Public Schools does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information & testing, Family & Medical Leave status, protected veteran status, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws.

  Wilton Public Schools prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.

• About the company

  Wilton High School is a public high school in Wilton, Connecticut, US, considered "one of Connecticut's top performers" in various measures of school success in 2007, including scores on standardized mathematics and reading tests.

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