Special Services Administrative Assistant
Job Description: |
The Administrative Assistant to the Director of Special Services ensures smooth and efficient operation of the special education office and sets daily office priorities based on knowledge of the overall function of the office. This person performs work as required or assigned maintains compliance with local state and federal mandates and provides great attention to detail in their completion of State grants reimbursement claims and other required processes in order to ensure access to State and Federal funding resources. |
Employee Status: | 12-month full-time Educational Support Professional (ESP) 7:30am - 4:00pm Confidential Employee; not a member of the ESP Bargaining Unit |
Reports to: | Director of Special Services |
Performance Responsibilities: | Compliance Reporting - Maintain all state and local special education databases with accurate student and personnel information.
- Support the organization and completion of self-assessments and reporting for indicators from the State Performance Plan; Restraint & Isolated Time Out reporting; Interpreter Data; and all other ISBE required compliance reporting centers with the Director of Special Services.
- Identify and maintain accurate special education data for students eligible to receive special education services in the State reporting system (I-Star) and resolve any warnings/errors that occur for the purposes of Child Count Exit data and other state data collection needs.
- Manage reporting changes and other notifications from ISBE and respond to questions from staff regarding completion of forms.
Approvals Reimbursement Claiming and Budgetary Management - Accurately gather and maintain required information for federal and state funding claims and submit to ISBE via I-Star including: all Fund Code student approvals records excess cost reimbursement orphanage claim reimbursement personnel reimbursement room & board cost centers and any other claims by required due dates.
- Maintain Public and Private Placement contracts.
- Manage monthly tuition transportation and all other bills to the district department including accurate entry of the data into the districts fiscal management system.
- Assist with annual budget preparation and ongoing ordering of materials as necessary.
- Collaborate with the business department and educational staff in organizing managing and monitoring all requirements to access: Medicaid revenue sources for the district; Maintenance of Effort documentation;
- Facilitate application and expenditure reports for the IDEA Flow Through Grant and maintain accurate records. Amend grants when necessary.
- Complete periodic Expenditure Reports and Grant Periodic Reporting for the IDEA Flow Through Grant.
- Maintain district database and all supporting documents of students accessing Home Hospital Instruction and the staff working directly with them.
Daily Operations of Department - Assist the Director of Special Services in developing and maintaining a chronology for compliance with all aspects of the Section 504 of the Rehabilitation Act and provide training and guidance to departmental administrative assistants.
- Assist the Director of Special Services in handling all aspects of professional learning for the district including staff communication location reservations food ordering participant confirmation and all other aspects of providing professional learning
- Support the collection and communication of student attendance data special transportation services and equipment needs for students who attend therapeutic facilities with the Therapeutic Placement Coordinator.
- Submit Specialized Action Requests and other forms to SEDOL on behalf of D128 for services as needed.
- Assume responsibility for all records custodian tasks to include but not limited to proper release of records letter to parent/guardians timely requests for records proper filing and storage of student information and destruction of files in compliance with School Code.
- Attend/Participate in Harrisburg PowerSchool and/or SEDOL trainings and user groups.
- Provide customer service to visitors to the District Office and participate in shared responsibilities of the District Office staff.
- Perform other duties as may be necessary and assigned by the Director of Special Services.
|
Compensation: | Competitive salary ($60-$70k) and comprehensive benefits package |
Application Process: | Internal candidates should complete the online application and submit a letter of interest to Kelli Hartweg immediately. External candidates should complete the online application including all supporting documents by November 12 2025. Screening of applications will begin immediately. Early submission of all required materials is requested.
Requests for more information should be directed to Kelli Hartweg Director of Special Education at or . |
Visit our website at for application information. District 128 is an Equal Opportunity Employer |
Special Services Administrative AssistantJobDescription:The Administrative Assistant to the Director of Special Services ensures smooth and efficient operation of the special education office and sets daily office priorities based on knowledge of the overall function of the office. This person perfo...
Special Services Administrative Assistant
Job Description: |
The Administrative Assistant to the Director of Special Services ensures smooth and efficient operation of the special education office and sets daily office priorities based on knowledge of the overall function of the office. This person performs work as required or assigned maintains compliance with local state and federal mandates and provides great attention to detail in their completion of State grants reimbursement claims and other required processes in order to ensure access to State and Federal funding resources. |
Employee Status: | 12-month full-time Educational Support Professional (ESP) 7:30am - 4:00pm Confidential Employee; not a member of the ESP Bargaining Unit |
Reports to: | Director of Special Services |
Performance Responsibilities: | Compliance Reporting - Maintain all state and local special education databases with accurate student and personnel information.
- Support the organization and completion of self-assessments and reporting for indicators from the State Performance Plan; Restraint & Isolated Time Out reporting; Interpreter Data; and all other ISBE required compliance reporting centers with the Director of Special Services.
- Identify and maintain accurate special education data for students eligible to receive special education services in the State reporting system (I-Star) and resolve any warnings/errors that occur for the purposes of Child Count Exit data and other state data collection needs.
- Manage reporting changes and other notifications from ISBE and respond to questions from staff regarding completion of forms.
Approvals Reimbursement Claiming and Budgetary Management - Accurately gather and maintain required information for federal and state funding claims and submit to ISBE via I-Star including: all Fund Code student approvals records excess cost reimbursement orphanage claim reimbursement personnel reimbursement room & board cost centers and any other claims by required due dates.
- Maintain Public and Private Placement contracts.
- Manage monthly tuition transportation and all other bills to the district department including accurate entry of the data into the districts fiscal management system.
- Assist with annual budget preparation and ongoing ordering of materials as necessary.
- Collaborate with the business department and educational staff in organizing managing and monitoring all requirements to access: Medicaid revenue sources for the district; Maintenance of Effort documentation;
- Facilitate application and expenditure reports for the IDEA Flow Through Grant and maintain accurate records. Amend grants when necessary.
- Complete periodic Expenditure Reports and Grant Periodic Reporting for the IDEA Flow Through Grant.
- Maintain district database and all supporting documents of students accessing Home Hospital Instruction and the staff working directly with them.
Daily Operations of Department - Assist the Director of Special Services in developing and maintaining a chronology for compliance with all aspects of the Section 504 of the Rehabilitation Act and provide training and guidance to departmental administrative assistants.
- Assist the Director of Special Services in handling all aspects of professional learning for the district including staff communication location reservations food ordering participant confirmation and all other aspects of providing professional learning
- Support the collection and communication of student attendance data special transportation services and equipment needs for students who attend therapeutic facilities with the Therapeutic Placement Coordinator.
- Submit Specialized Action Requests and other forms to SEDOL on behalf of D128 for services as needed.
- Assume responsibility for all records custodian tasks to include but not limited to proper release of records letter to parent/guardians timely requests for records proper filing and storage of student information and destruction of files in compliance with School Code.
- Attend/Participate in Harrisburg PowerSchool and/or SEDOL trainings and user groups.
- Provide customer service to visitors to the District Office and participate in shared responsibilities of the District Office staff.
- Perform other duties as may be necessary and assigned by the Director of Special Services.
|
Compensation: | Competitive salary ($60-$70k) and comprehensive benefits package |
Application Process: | Internal candidates should complete the online application and submit a letter of interest to Kelli Hartweg immediately. External candidates should complete the online application including all supporting documents by November 12 2025. Screening of applications will begin immediately. Early submission of all required materials is requested.
Requests for more information should be directed to Kelli Hartweg Director of Special Education at or . |
Visit our website at for application information. District 128 is an Equal Opportunity Employer |
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Job Location:
Monthly Salary:
USD 247 - 4582
Posted on:
03-11-2025
Vacancies:
1 Vacancy
