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Minnesota Association of School Administrators

Administrative Assistant – SPED Student Data

Administrative Assistant – SPED Student Data

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Hiawatha Valley Education District provides special education services to 13 School Districts and 2 Charter Schools within five counties of southeast Minnesota: Fillmore, Houston, Olmsted, Wabasha, and Winona. Hiawatha Valley Education District also has two (2) Setting IV Behavior Programs that provide programming for students in grades K-12 with challenging behaviors currently receiving special education services.  Along with two behavior programs, Hiawatha Valley Education District provides programming for students with Autism Spectrum Disorder. The Setting IV behavior programs and Autism Spectrum Disorder program are located in Kellogg and Caledonia. Hiawatha Valley Education District is committed to providing the best services to staff, students, and member districts in southeast Minnesota. Come join our team to be a part of a great organization!

POSITION:
The Administrative Assistant supports the Directors of Special Education and the Special Education student data.  This position works with Region V, Department of Education, Department of Human Services, and the Education District to maintain, update, and capture special education student data.  This will be a year round position located at the district office in Winona, MN.

EMPLOYMENT DATE:

Immediate

QUALIFICATIONS:

Prior administrative assistant experience strongly preferred.
Prior experience working in education strongly preferred.
Ability to work with a variety of individuals (administrators, teachers, staff, board members, and the public).
Must be able to maintain a high degree of confidentiality.
Proficient with Microsoft Office Suite Programs and ability to adapt to new technologies/software.
Proficient in learning student data software’s and platforms (such as JMC, SPED Forms, EduClimber, etc.)
Ability to take direction and work successfully independently and as a team member.

COMPETENCIES:

Multi-tasking, problem solving and proven organizational skills
Good judgment and discretion
Must maintain strong skills in attention to detail and accuracy when working with student data
Strong verbal/written communication skills

RESPONSIBILITIES INCLUDE (but not limited to):

Serve as the HVED MARSS and Targeted Services Coordinator. Work with MN Department of Education (MDE), Region V and HVED employees and member district employees assigned to enter MARSS data to resolve MARSS issues and ensure HVED captures all available funds. This includes training HVED and member district employees on entering and reporting ALC Satellite and Targeted Services MARSS features.
Serve as the ALC Satellite and Targeted Services Program Coordinator to help ensure programs are functioning at the required staffing and budget restrictions.  The known duties are to compile program reports comparing budget expenditures versus revenue generated and upload all required ALC Satellite and Targeted Services program spreadsheets to JMC, while overseeing the JMC and MARSS portions of all ALC Satellite and Targeted Service programs to maintain accurate records.
Collaborate with others to accomplish workload analysis, disability disbursement, and child count reports directed by Directors of Special Education and Executive Director.
Provide administrative support to the Directors of Special Education, which includes scheduling and coordinating meetings, and assisting Director’s assigned district in creating and running various reports.
Collect, maintain, and enter all district SPED Calendars in SPED Forms prior to each new school year.
Support the Birth-to-Three program with the following:Work with Region V and HVED employees to complete MARSS data entries, resolve MARSS data issues, and ensure HVED captures all available funding.
Assist the Director of Special Education by tracking referrals
Complete quarterly Region 10 Reports (based on referrals)
Work with HVED employees and Director of SPED to track and capture monthly Birth-to-Three caseloads, spreadsheets, and reports
Coordinate and complete Tuition Acknowledgement Agreements for Birth-to-Three program
Work with School Project, Third Party Billing vendor, and HVED Special Education leadership team to support the Third Party Billing program within HVED and member districts. This includes:Working as a liaison between HVED and School Project
Coordinating training between School Project and HVED and member district employees
Help track and communicate student changes and updates within the School Project app
Updating the third party billing HVED website page
Assisting and supporting with any other third party billing needs to help capture funding
Serve as a backup to the Teacher and Paraprofessional substitute management system
Reports to the Human Resources Manager
Perform any and all tasks assigned by the Executive Director, Directors of Special Education, and HVED Cabinet members.

TRAVEL REQUIREMENTS:

Minimal travel requirements between HVED 13-member district boundaries.

WORKING CONDITIONS:

Office, lifting, sitting, standing, pushing, pulling, keyboarding, etc.
Ability to lift 50 pounds.

FLSA:

Non-Exempt

Administrative Assistant

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Hiawatha Valley Education District provides special education services to 13 School Districts and 2 Charter Schools within five counties of southeast Minnesota: Fillmore, Houston, Olmsted, Wabasha, and Winona. Hiawatha Valley Education District also has two (2) Setting IV Behavior Programs that provide programming for students in grades K-12 with challenging behaviors currently receiving special education services.  Along with two behavior programs, Hiawatha Valley Education District provides programming for students with Autism Spectrum Disorder. The Setting IV behavior programs and Autism Spectrum Disorder program are located in Kellogg and Caledonia. Hiawatha Valley Education District is committed to providing the best services to staff, students, and member districts in southeast Minnesota. Come join our team to be a part of a great organization!

Administrative Assistant
Location: SAIL Program: Setting IV Behavior Program in Kellogg, MN

POSITION:
Hiawatha Valley Education District is seeking a full-time talented and self-motivated Administrative Assistant. The Administrative Assistant supports the Directors of Special Education and the setting IV Emotional Behavior Disorders (EBD) SAIL Program, which is located in Kellogg, MN.  This position is 8-hours per day, 5-days per week at 230 days per year.

EMPLOYMENT DATE:  Immediate

QUALIFICATIONS:Prior administrative assistant experience strongly preferred.
Prior experience working in education strongly preferred.
Ability to work with a variety of individuals (administrators, teachers, staff, board members, and the public).
Must be able to maintain a high degree of confidentiality.
Knowledge of and experience with Microsoft Office Suite Programs and ability to adapt to new technologies/software.
Ability to take direction and work successfully independently and as a team member.
Ability to make decisions when necessary and when to refer decisions to administration for approval.

COMPETENCIES: Multi-tasking, problem solving and proven organizational skills
Good judgment and discretion
Strong verbal/written communication skills

RESPONSIBILITIES INCLUDE (but not limited to):    Provide administrative support to the Directors of Special Education, which includes scheduling and coordinating meetings, and assisting Director’s assigned district in creating and running various reports.
Provide support to the SAIL program and PAES Lab in Kellogg.  Act as a receptionist for the building by greeting, assisting, and communicating with visitors, itinerant staff, and vendors. Answer phone calls and emails and communicate messages verbally, in writing, and electronically. Coordinate and distribute mail. Coordinate and manage check-in/out of HVED vehicle at SAIL. Order and maintain supplies for program and building.
Coordinate SAIL Building Safety Procedures. This includes monitoring the cameras and camera records, as well as coordinating drills, such as fire and intruder. Work with Maintenance to schedule, fix, communicate building maintenance needs.
Act as a resource to workload analysis, disability disbursement, and child count.
Collect, file and distribute non-public service documentation for all HVED non-public districts.
Coordinate and complete Tuition Acknowledgement Agreements, absence reporting, track and report transition hours students, facilitate transfer of permanent student record from program to resident district. This includes HVED ALC, Behavior and ASD programs: SAIL, SPECTRUM,  PAES Labs.
Manage records for food service accounts, free and reduced lunches, lunch counts, billing, etc. Assists with tracking Wabasha-Kellogg’s nurse student service hours.
Works with SAIL and ALC Assistant Director and Teachers to schedule program events and activities with outside vendors, such as school photos, fire department, etc.
Compose and distribute program correspondence, such as letters to parents, etc. as requested by the Assistant Director. Programs include SAIL, ALC, PAES Lab Kellogg, WIN, and SPECTRUM.
Perform any and all tasks assigned by the SAIL Director of Special Education.

TRAVEL REQUIREMENTS: Minimal travel requirements between HVED 13-member district boundaries.

WORKING CONDITIONS: Office, lifting, sitting, standing, pushing, pulling, keyboarding, etc.
Ability to lift 50 pounds.

FLSA: non-exempt

Instructional Program Supervisor, Special Education

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Summary of Duties:

  • Assist the Director in all aspects of the implementation of special services for the district, including (but not limited to):
  • Provide assistance to special education teachers, building administrators and IEP teams in the development and implementation of programs for students with disabilities.
  • Work with students and families to provide support, advice and information regarding special education services in a school setting.  Assist parents as they make decisions regarding their child’s education.
  • Plan and implement appropriate professional development activities for special education and student services staff.
  • Conduct the overall planning, implementation and supervision of Extended School Year programs.
  • Assist in the overall planning and implementation of district-wide programs and supports for assigned Student Services functions.
  • Coordinate with other program supervisors to implement consistent, high quality programs and services which also meet all state/federal rules and regulations.
  • Ensure that appropriate services are being delivered and documentation is being completed in a timely manner by all special education service providers under your direction.
  • Coordinate with both individual teachers and site teams to address day-to-day opportunities and challenges.
  • Assist other Supervisors and the Director in managing student data/student information systems.
  • Effectively manage the assigned financial resources to best meet the needs of students.
  • Effectively supervise and provide appropriate work direction for the assigned school district staff.

Curriculum Coordinator and Peer Coach

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Position Summary:  The Worthington School District 518 is seeking a Peer Coach and Curriculum Facilitator in a teacher on special assignment (TOSA) role.  The peer coach component will support teachers in growth and development through instructional improvement strategies.  This position will facilitate district curriculum work and work with teachers through the curriculum cycle.   Applicants should have a solid understanding of curriculum development and review processes, along with a minimum of three years of teaching experience.  This position resides within the Department of Teaching and Learning, which serves the district grades K-12.

Equal Employment Opportunity
It is the policy of the Worthington School District to provide equal employment opportunity for all, without discrimination on the basis of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation or age.

Finance Specialist- Special Services

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Description:
The Special Services Finance Specialist provides support to the Director of Special Education and the Director of Teaching, Equity and Learning in the areas of special education budgeting and accounting, purchasing and data reporting, and federal programs.  This employee is expected to work collaboratively with both the Special Services and Finance department and should possess a good understanding of basic accounting principles and financial management practices.

Major Duties and Responsibilities:

Ensure compliance with federal and state reporting requirements and district policies and procedures as they relate to the financial management and reporting of special education costs and reimbursements.

  • Ensure timely and accurate completion of all state and federal special education applications in accordance with timelines established by the Minnesota Department of Education (MDE).
  • Monitor state and federal revenues and expenditures to ensure compliance with state and federal special education reporting requirements.
  • Coordinate the Special Education Data Reporting (SEDRA) and State Educational Record View and Submission System (SERVS) for reimbursement of state and federal funds.
  • Monitor and maintain records and reimbursements of all federal special education grants and share with appropriate staff as necessary.
  • Ensure compliance with federal programs such as Personal Activity Reports (PARs) for all special education staff paid with state and federal funds and Third Party Billing.
  • Ensure proper maintenance of the inventory system of qualified capital assets purchased to meet both MDE and federal guidelines.
  • Coordinate with appropriate district administrators, in order to comply with federal, state and district policies for procurement, all district-wide special education facilities changes, improvements, and additions of special education classrooms and programs.

Provide leadership in special education financial management and reporting

  • Coordinate the development of all special education department budgets.
  • Maintain knowledge of MDE, State of Minnesota policies and statutes and federal regulations for special education.
  • Coordinate with the Special Education Director in the development and maintenance of data for special education reporting, auditing and communication/information purposes.

Provide assistance to ensure compliance with district financial internal controls and audit requirements

  • Communicate budget information and federal, state and district procurement and purchasing regulations, policies and procedures to all special education staff to ensure compliance with all applicable federal, state and district reporting requirements.
  • Review new orders, receipts, and disbursement practices.
  • Providing training and feedback when appropriate.

Other Special Education and Finance Departments Duties

  • Coordinate with special education administrators to ensure accurate budgets, expenditures and revenues are reflected in SERVS.
  • Coordinate timely reimbursement requests with program managers.
  • Develop and maintain strong communication with special education administrators regarding changes and updates in SERVS and MDE/federal requirements.
  • Ensure that all fiscal district and audit requirements have been meet and prepare year-end audit papers.
  • Other duties as assigned.

Application Procedure:
You must be a permanent employee of the district to use the internal application. Substitutes are not considered internal applicants and must complete the external application.

Apply Online at http://www.applitrack.com/shakopee/onlineapp/ under posting 4628

Selection Procedure:
Applications will be reviewed until position is filled.  Those selected for interview will be contacted.