SupportAssessment Coordinator

This position is designated as: Support; Level 13

JOB DESCRIPTION

Job Summary/Objective: The administrative assistant is responsible for providing administrative support within the Special Education department. In addition to typing filing and scheduling they will also perform duties such as maintaining records obtaining supplies coordinating direct mailings and working on special projects. The administrative assistant will assemble confidential and sensitive information. Responsibilities will include a variety of tasks but will not be limited to administrative duties for the Special Education Department.

The Assessment Coordinator will monitor and support the preparation and administration of mandated Pennsylvania state assessments. The assessment coordinator is responsible for the collection analysis and preparation of data as it relates to the assessment process and maintaining required documentation. This includes monitoring of data quality test administrator progress of required training and other assessment requirements for staff while ensuring program compliance with PA Department of Education (PDE) regulations and guidance.

The essential functions outlined apply to administrative tasks and the current administration of the PASA (Pennsylvania Alternate System of Assessment) PSSA (Pennsylvania System of School Assessment) (Pennsylvania System of School Assessment) and Keystones (up to three testing windows each year). Each assessment has its own testing window guidelines procedures data requirements and systems and each function is done for each assessment.

Essential Functions:

Administrative Assistant:

• Oversees and manages a variety of office responsibilities including mail processing room reservations fulfilling general office supply and postage requests from staff assisting with copying scanning faxing enlarging classroom materials purchase requisitions producing correspondence and documentation.
• Processes organizes and maintains records for:
  • Referrals and appointments for audiology department
  • Audiological libraries
  • Language interpreter requests
  • Orders for textbooks and novels in accessible formats for Vision Team
  • School Age Progress Reports
  • Itinerant email group lists
  • Van and drivers list for CBI (Community Based Instruction)
• Prepares completes and maintains data for:
  • Bureau of Disability and Determination record requests
  • Due Process
  • Other record requests as indicated
  • Monthly Head Start Policy Council meeting

Assessment Coordinator:

• Manage yearly timeline of assessment tasks trainings deadlines and testing windows.
• Use multiple sources of data including student information systems and teacher completed assessment caseload planners to identify data discrepancies verify data elements and ensure the alignment of data in all systems. Modify and revise student assessment codes within student information systems.
• Combine data to create and prepare student assessment rosters for upload to stateoperated assessment systems.
• Generate and analyze reports from student information systems to perform regular roster checks and identify new and exited students and/or changes in roster assignments.
• Communicate assessment dates deadlines and professional responsibilities with teachers. Support and assist staff with assessment procedures security protocols and systems use. Provide staff with necessary resources to administer assessments. Serve as a point of contact to PDE and state assessment system vendors for testing issues or difficulty with testing systems.
• Attend annual PDE training 1520 hours) for all assessments to maintain knowledge of regulations current assessment guidelines available resources and use of assessment systems.
• Develop and implement staff training following PDE guidance.
• Coordinate with internal departments and districts as needed to obtain information and employ assessment preparations.
• Substantiate assessment readiness by interpreting spreadsheets and student rosters to evaluate and ensure accuracy of data and completion of required steps for assessment administration including verification of staff compliance to training requirements and security protocols.
• Identify and report testing violations to PDE in coordination with the Supervisor of Education. Manage documentation as required by PDE regulations for assessments including but not limited to religious optouts medical exemptions test security checklists test material accountability and security forms.
• Create user accounts and online test sessions as needed in state assessment systems.
• Prepare secure test materials and coordinate delivery and pickup to various classroom and building locations throughout the county. Review and assemble test materials for return to state assessment vendor. Monitor testing throughout the testing window to ensure completion.
• Prepare and execute mailing of student assessment score reports to parents and guardians. Upload score reports to document management system and manage staff access the system.

Other Duties: This position description does not express nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department as needed to adapt to the changing needs of the organization.

Supervisory Responsibility: No direct supervisory responsibilities.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this Job the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods and to climb or balance and stoop kneel crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a fulltime 260day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.

Travel: Little travel to client locations is expected for this position.

Education and Experience:

Level of Degree:

• Associates Degree preferred in Education

Knowledge Skills and Abilities:

• Minimum three 3 years experience in education; administrative experience preferred
• Advanced computer competency in various data base and Microsoft Office programs and the ability to learn other software as needed.
• Ability to manage and prioritize multiple assignments work independently and interact with individuals at all levels of the organization.
• Ability to create manage and edit spreadsheets and various reports
• Ability to analyze and work with substantial amounts of data.
• Ability to work independently and within a team to accomplish goals and to problem solve.
• Excellent organizational project management interpersonal and time management skills
• Excellent verbal and written communication skills.

Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.

EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability veteran status or any other basis protected under federal state or local laws.