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 District Office, Executive Director, Business and Finance, including student data. The successful candidate will need an energetic demeanor and need to be a team player. This position works with Region V, Minnesota Department of Education and Human Services, and contracted services including but not limited to, SCHOOL Project, School Management Systems, EdMidwest, JMC, SpEd Forms and any related support and technology services. Works with the Education District to maintain, update, and capture special education student data. This position will be located at the district office in Winona, MN working 8-hours per day, 5-days per week at 260 days per year.
EMPLOYMENT DATE: Immediate- open until filled.
RATE OF PAY: $16.50-$26.50 per hour. Benefits package available.
QUALIFICATIONS:Prior administrative assistant experience strongly preferred
Prior experience working in a school district office setting 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 and professionalism
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: Proven skills in multi-tasking, organization, and time management;
Consistently exhibits flexibility and problem solving in working and communicating with staff, students, and parents;
Exercises 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 Programs MARSS 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
Serve as the ALC Satellite and Targeted Services Program Coordinator year round programming 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. This includes training HVED and member district employees on entering and reporting ALC Satellite and Targeted Services MARSS features
Collaborate with others to accomplish workload analysis, disability disbursement, and child count reports directed by Directors of Special Education and Executive Director
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
Coordinate and complete Tuition Acknowledgement Agreements for the Early Intervention (Birth-age 3) 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
Updating the third party billing HVED website page and district contact sheets
Assisting and supporting with any other Third Party Billing needs to help capture funding
Utilize the MN-Its system to look up MA numbers for student eligibility
Support Third Party Billing to Member Districts
Serve as the Teacher and Paraprofessional substitute management system
Reports to the Human Resources Manager
Responsible for office tasks which include, but not limited to, answering phone calls, voicemails, greeting guests, maintain and organize inventory of general office supplies, petty cash and soda money, stamp outgoing mail and distribute incoming mail, sending and maintaining documents with electronic signatures, scanning and faxing documents to proper individuals
Perform any and all tasks assigned by the Cabinet
Assist School Psychologists in maintaining inventory of testing materials
Collect and enter member districts calendars into SpEd Forms annually
Organize/maintain Assistive Technology materials/equipment
Maintain JMC site and user access for all
Deliver lunches to ALC and other programs as needed
Coordinate meetings per supervisors’ request
Late afternoon and/or evening meetings are a rare possibility
Other duties as assigned
TRAVEL REQUIREMENTS: Minimal travel requirements between HVED 13-member district boundaries as needed
WORKING CONDITIONS: Office, lifting, sitting, standing, pushing, pulling, keyboarding, etc.
Ability to lift 50 pounds.
FLSA:Non-Exempt