Special Services Technician - Search to Serve

Pay Grade: V (Non-Exempt Support Staff Salary System)

Department: Special Services

Accountable To: Director of Special Services

FLSA Status: Non-Exempt

Calendar: 261 Days

Creation/Revision Date: January 8 2024

Summary:

Under general direction incumbent(s) creates and maintains databases to track student and parent information and manages calendar of the search-to-serve program. In addition incumbent(s) provides workload to office assistant handles enrollment of itinerant and resource special needs preschool students communicates program information to constituents and handles the preschool inventory survey and student intervention records. Also incumbent(s) provides translation and interpretation services for the Special Services Department.

Essential Functions:

• Creates and maintains databases to keep track of student and parent information enrollment class sizes and types of students evaluations case loads placements etc. Creates parent permission forms for screening of child for speech hearing vision and other special needs areas. Receives and documents parent permission for screening.
• Manages calendar of search-to serve program by scheduling student screenings Individual Education Plan (IEP meetings) and other appointments monitoring staff availability and coordinating services of outside agencies and personnel.
• Assists with Special Services administration by providing workload to office assistant(s) to include training of department procedures organizing workload delegating duties and answering questions. Participates in the hiring committee of office assistant(s) and gives input on evaluation.
• Handles enrollment of itinerant and resource special needs preschool students by entering student and parent information into School Administration Student Information (SASI) computer application. Monitors attendance and special education coding on SASI for all special needs preschooler students for funding purposes. Ensures all information is complete and accurate by assisting parents with forms notifying parents if additional information is needed and gathering student records from other schools. Reviews class size and complexity and makes recommendation for classroom placement of student. Makes amendments for end of year rollout.
• Communicates with District staff parents outside agencies and other stakeholders in regards to the special needs preschool programs and eligibility student records enrollment etc. Types and composes memos correspondences letters forms e-mails and reports requested by Director of Special Services.
• Handles the Preschool Department inventory survey by sending and gathering surveys to parents ensures completion scores them based on prescribed screening process developed by outside company and reviews parent comments. Concludes evaluation and assessment activities required based on survey score and student age. Notifies parents of scoring and evaluation and assessment activities required.
• Receives and reviews of student intervention records referrals and evaluations and ensures appropriate staff members receive them. Researches existing records sends releases to acquire additional information and notifies appropriate District staff when evaluations are due.
• Reviews completed Multi Disciplinary Conference (MDC) and Individualized Education Plan (IEP) paperwork for accuracy and completeness researches errors or missing information sends copy to students teacher enters information into computer applications and collaborates with the Transportation department to arrange transportation and placement of student.
• Listens to complete statements in one language translates to second and translates responses from second into first language in consecutive interpreting. Provides interpretation between staff and parents in Individual Education Plan (IEP) meetings and other meetings that can occur between District staff and parents.
• Translates special education-related documents including forms records correspondences and letters to parents etc. from one language to another.
• Assists the Director of Special Services with the budget process by requesting therapists and other staff to prioritize and submit budgetary needs providing additional needs such as mileage supplies summer work etc. and compiling and calculating all the needs. Handles purchasing for the search-to-serve program to include monitoring inventory of supplies and budget researching supplies and costs inputting purchase requisitions tracks orders and approving payment of purchase orders.
• Other job-related duties as assigned.

Required Qualifications:

To be eligible for this position an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• One year of office-related experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however the following qualifications are not required to be eligible for this position.

• Associates degree in business or related field;
• Proficiency in English and target language.

Knowledge and Skills Required:

To perform the job successfully an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required but not limited to for this position include:

• Utilizing general office practices and procedures;
• Knowing federal laws and state regulations regarding records management.
• Knowing district programs and staffing patterns;
• Applying supervisory principles and practices;
• Applying decision-making and problem-solving techniques;
• Maintaining confidentiality of sensitive information;
• Having time management and organizational skills;
• Using computer software related programs;
• Engaging and encouraging communication skills while interacting with supervisors staff students etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

Working Conditions:

The working 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.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964 Civil Rights Act Title VII of 1972 Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race color religion national origin sex sexual orientation gender identify or expression disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801.

Required Experience:

IC