Special Services Manager, SPED Department

POSITION TITLE: Special Services Manager

DEPARTMENT/LOCATION: Learning Services / Instructional Resource Center

WORK ARRANGEMENT: On-Site Only 

STATUS:    Classified – Exempt, Full Time

HOURS OF WORK/CALENDAR: 40+ hours a week / 242-day calendar

POSITION SUMMARY: This position is responsible for daily oversight and successful operations of the special services department. This position is part of the Special Services team and reports to the Executive Director of Special Services.  

• Manage and monitor the VI-B budget, including the Targeted Improvement Plan (TIP) grant, ensuring appropriate allocation, tracking, and compliance.
• Oversee building‑level special education budgets, including purchasing, reconciliation, and fiscal accountability.
• Manage categorical aid reimbursement for all certified staff claims for all special education services. Serve as a support for KSDE/OPS correspondence related to licensure and compliance.
• Coordinate and oversee contracted services expenditures for out‑of‑district student placements, including certified and classified staff, and special education vendors.
• Complete and submit all required Kansas State Department of Education (KSDE) reporting through the grant management system and KIAS, ensuring accuracy and timeliness.
• Manage Extended School Year (ESY) certified staff agreements, including development, tracking, and compliance.
• Oversee ESY material purchasing, organization, inventory, and distribution.
• Ensure completion and accuracy of ESY individualized student planning, profiles, and supporting documentation.
• Manage Oracle timekeeping and system oversight for all classified special education employees.
• Support staffing documentation, service verification, and payroll‑related processes as needed.
• Provide direct supervisory oversight of assigned staff, including performance monitoring, evaluation, and operational support. This includes monthly special services team meetings with those supervised staff.
• Coordinate and support the Olathe Special Services Site Council with the director.
• Organize and communicate district level professional development opportunities for special services staff.
• Provide executive‑level administrative support, including:Scheduling and coordinating meetings
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  • Managing calendars and communication flow
  • Answering calls and responding to inquiries
  • Supporting on‑site meeting and event setup
  • Serve as a daily resource for department inquiries, offering phone and vendor assistance.
• Maintain organized systems for documentation, correspondence, and workflow management.

 

Education and Experience Requirements:

·         Bachelor's degree preferred

·         2-5 years of previous experience 

·         1-2 years of previous supervisory experience preferred

·         Knowledge of Special Education federal, state, and local regulations

·         Experience working with a school district is preferred  

·         Thorough knowledge of budget management and oversight  

·         Demonstrated ability to maintain comprehensive documentation and records

 

Required Knowledge, Skills and Abilities:

·         Excellent verbal, written and listening communication skills

·         Advanced knowledge of Excel and ability to develop and analyze complex reports

·         Ability to organize and prioritize multiple projects simultaneously

·         Strong attention to detail and a high degree of accuracy in calculations

·         High degree of motivation, responsibility, and confidentiality

·         Demonstrated ability in compiling, organizing, and analyzing data

·         Ability to work independently with minimal supervision in a fast-paced work environment

·         Highly collaborative team player

·         Proficiency with Microsoft Office (Word, Outlook, etc.)

·         Ability to self-initiate areas of opportunity, make recommendations for improvement, and follow up as necessary to achieve desired results

PHYSICAL REQUIREMENTS:

This position requires the performance of light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The position typically involves 80% sitting, 10% walking, and 10% standing. The position requires visual acuity as well as frequent hearing and talking and some crouching, grasping, kneeling, lifting, pulling, pushing, stooping, and significant f