Job Title:                               Special Education Office Manager

Reports to:                            Director of Special Education

Type of position:                   Nonexempt

Salary Schedule:                   Office Support Staff Salary Schedule

QUALIFICATIONS:

• Associates degree or higher required, degree in related field preferred.
• 3 years of administrative assistant experience preferred
• Experience working in a professional office setting.
• Strong computer skills, with proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook)
• Highly motivated with strong organizational skills; able to coordinate multiple tasks simultaneously.
• Self-starter; able to work independently.
• Strong telephone and interpersonal communication skills.

 ESSENTIAL JOB FUNCTIONS: 

1. Effectively communicates with staff, parents, students, & the greater community.
2. Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district in a timely manner.
3. Input data for recordkeeping in multiple software systems.
4. Type and/or draft letters of correspondence.
5. Maintain and order supplies; organize storage areas.
6. Process invoices, track expenses, and produce expense reports.
7. Type or prepare reports, compile data, and distribute information to parties both inside and outside of the district.
8. Maintain confidentiality.
9. Present and communicate in a professional manner.

 OTHER JOB FUNCTIONS:

1. Maintain data throughout the school year to prepare and submit Department of Education yearly reports as assigned including:  December 1 Child Count, Homebound Student Services, Children in Foster Care Reimbursement and State Performance Plan Special Education Indicators
2. Mark in the student information system (PowerSchool): special education data, homeless status, foster care status
3. Support Director with submission of Local Special Education Annual Plan and Report
4. Process and chart purchase orders for special education fund expenditures for Title VI-B, Preschool, Parent Resource Center and Local Special Education funds
5. Support Director with Homebound Instruction requests, contact assigned instructor and notify school. Provide support as needed. 
6. Prepare Home Instruction parent letters with documents and mail in June for upcoming year. Chart students throughout year. Email school and mark in PowerSchool if special education student. In Fall mail letters for Child Find meeting.   
7. Responsible for data collection for initial and re-evaluation eligibility 65-day timeline for special education and related services
8. SISNA-Maintain chart with monthly physical therapy and occupational therapy direct service invoice amount 
9. Prepare a yearly Certificate of Records Destruction for management of student records for student files and testing records to be purged using GS-21 schedule
10. Maintain student files and request records from other school divisions as needed in Virginia reporting system for individualized educational plans, Virginia IEP  
11. Have a working knowledge with the student information system (PowerSchool) and computer-based individualized educational programs for maintaining essential data (Virginia IEP)
12. Collect and compile data and maintain excel spreadsheets to pull queries and prepare charts as needed for the director, administrative staff and special education staff 
13. Serve as a point of contact for parents, outside agencies and employees seeking assistance from the Department of Special Education
14. Participates in staff development for personal and professional growth  
15. Follows all school division rules, regulations, and policies as well as State and Federal laws
16. Other duties as assigned by supervisor.