- School Secretary- Special Education West Chester
- 21st Century Cyber Charter School in West Chester, PA, United States
- jobs
- 1 day ago
jobs description
Position Type:
Support Services - Clerical/Secretarial/School Secretary
Date Posted:
8/21/2024
Location:
West ChesterAt the present time, a vacancy exists in the Special Education Department for a School Secretary
LOCATION:
The incumbent in this position will report to and work out of our West Chester campus location.
• Our main campus location is located in West Chester: "An active university town, nestled in the heart of the Brandywine Valley just 30 minutes from Wilmington and 45 minutes from Center City Philadelphia, downtown West Chester Pennsylvania reflects the small-town charm and cosmopolitan tastes that prompted The Philadelphia Inquirer to call West Chester ". one of the world's most perfect small towns."
• After 90 days of employment, the successful candidate will have the opportunity to work from home for 2 days per week. This work-from-home option allows for increased flexibility and work-life balance.
SUMMARY OF POSITION:
The Special Education Secretary is responsible for managing and coordinating various administrative tasks related to special education services. This role involves maintaining accurate records, tracking evaluation timelines, managing reports, processing invoices, and covering related services during breaks. The position requires strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders. The special education secretary is responsible for contacting agencies to develop a list of possible evaluators that the Director and Supervisor of Special Education will review and select for contracted services. They complete specific state reports and meticulously review and process invoices related to services and psychologist support. During the summer months, the secretary takes on additional duties that include scheduling related services for the Extended School Year program based on recommendations from the Supervisor of Special Education. Their role is crucial in maintaining compliance with state regulations and ensuring that all services are delivered efficiently. Their work supports the smooth operation of the special education department year-round.
JOB RESPONSIBILITIES:
• Maintain Accurate Tracker for Evaluation Due Dates:
• Keep an up-to-date tracker of all student evaluations and evaluation due dates to ensure accurate records for future reference.
• Regularly update the tracker to reflect the current status of evaluations and any new developments.
• Pull Reports for Expiring Evaluations and IEPs:
• Generate reports identifying expiring evaluations and IEPs.
• Share reports with Case Managers and Supervisor of Special Education to ensure timely renewals and compliance with regulatory timelines.
• Verify Clearances for Assigned Providers:
• Collects clearances and provides them to the Human Resources Department so they can confirm all assigned providers have the necessary clearances before they begin working with the student.
• Ensure compliance with state and district regulations regarding provider qualifications.
• Request Assignments Based on Signed PTRE/Es:
• Initiate assignment requests based on signed Permission to Reevaluate (PTRE) or Evaluation requests (Es).
• Takes recommendation from the Supervisor of Special education and then coordinates with appropriate personnel to ensure assignments are made promptly and in line with student needs.
• Coordinate and Communicate Assignments:
• Assemble all necessary documents for each assignment and send official assignments to the relevant parties.
• Copy agency contacts to facilitate billing processes and, if applicable, coordinate virtual meeting spaces.
• Send notifications to parents informing them of the assigned evaluator for their child.
• Update Tracker and Infinite Campus:
• Continuously update the evaluation tracker and Infinite Campus with the latest information.
• Ensure all data is accurate and reflects the current status of evaluations and related services.
• Track Evaluation Timelines:
• Monitor the timelines for evaluations, ensuring submissions are made within 45 days and completed within the 60-day deadline.
• Take proactive steps to avoid delays and ensure compliance with state regulations.
• Manage Reports:
• Complete and submit various reports, including the Chapter 711 Assurance (End of School Year - EOSY).
• Maintain a monthly breakdown of invoices, excluding Intermediate Units (IUs), for annual grants and EOSY reporting.
• Provide information on Act 16 related services and evaluations to the Supervisor of Special Education (August).
• Generate the December 1st and October 2nd Snapshots, ensuring all data is accurately reported.
• Track and report expenses related to evaluations, providing updates as requested.
• Compile initial evaluations for the school year as needed.
• Maintain permanent long-term record data for special education students in SIS and physical filing system in accordance with LES/state/federal requirements. Perform confidential file notification in accordance with LEA policies and procedures
• Assist in preparation and accuracy of data related to PIMS reporting requirements and surveys required by the PA Department of Education
• Conduct internal audits to ensure accuracy and or timelines of special education data required for State and Federal reporting purposes. Communicates instances of non-compliance with case managers and/or Supervisor of Special Education and Director of Special Education.
• Process Invoices:
• Verify that charges align with the assignments and contracts.
• Enter invoice information into Infinite Campus, particularly for Act 16, once the entry process is established.
• Cover Related Services During Summer and Breaks:
• Provides the Supervisor of Special Education the related services and evaluations schedule during summer and other breaks for their approval.
• Sets up fall assignments for approval by the Supervisor of Special Education to ensure a smooth transition back to school.
• Request:
• Process requests from internal and external sources (staff, parents/students, educational institutions, school districts, public) for the purpose of providing information and/or direction and ensure accurate information is disseminated to the appropriate stakeholders.
• Perform any other duties as assigned.
QUALIFICATIONS:
• Education and Experience
• High school diploma with equivalent/relatable work experience necessary. Associate's and/or Bachelor's preferred.
• School Based Experience Preferred
• Skills and Abilities
• Language Skills
• Ability to read, analyze, and interpret professional literature, technical procedures, software manuals, and governmental regulations.
• Ability to write reports, formal correspondence, and procedural documents that conform to prescribed style and format.
• Ability to effectively present information and respond to inquiries from vendors, supervisors, staff, students and or other community members.
• Mathematical Skills
• Ability to apply basic mathematical concepts in the performance of routine assignments, including the ability to apply intermediate mathematical concepts when developing programming algorithms.
• Reasoning Ability
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to apply sound judgment to resolve conflicts and solve problems.
• Ability to interpret technical instructions and regulations involving both abstract and concrete variables.
• Other Skills and Abilities
• Ability to establish and maintain effective relationships with students, staff, and parents.
• Ability to establish and maintain effective working relationships with staff, administration, agencies, and the community.
• Skill in oral and written communication.
• Ability to communicate clearly and concisely.
• Ability to meet demands from several people, effectively prioritize and multi-task.
• Valid Pennsylvania Driver's License.
• Clearances Required: Act 34, 15 and FBI Clearances
Schedule:
12 Month/ 260 Day
Monday-Friday 7:30am-3:30pm
Telework - Hybrid
Salary:
$40,298.00 - $59,625.00 per year
Benefit Eligible: Yes
Equal Opportunity Employer
The 21st Century Cyber Charter School is an Equal Opportunity Employer. 21st Century Cyber Charter School ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-875-5400.
West Chester PA United States